HR Executive Assistant

HR Executive Assistant

Requisition # : req15315

Location :  Grand Rapids, MI

Hours :   Full-time (40 Hours / Week)

AtBethany Christian Services, we believe families provide the strongest foundation for care and connection. That's why we focus on strengthening and empowering families, always advocating for family-centered solutions to keep children safe. Our work began in 1944 with the care of a single child. Today, inspired by our faith, our aim is to demonstrate the love and compassion of Jesus in our services for children, youth, and families. Working at Bethany means joining a team of nearly 2,000 dedicated professionals with diverse skills, serving communities across the country. Together, we’re united in our mission and these shared values : we’re motivated by our faith, we support one another, we champion justice, we pursue excellence, and we’re in it for the long haul.

As an Executive Assistant, you will be responsible for ensuring smooth and effective operational support for the assigned executive leader(s) and broader corporate responsibilities. This includes proactively supporting the day-to-day functions and contributing to excellence in organizational planning, allowing the executive to focus on decision-making and high-level responsibilities.

This role serves as a link between the executive(s) and senior staff. This position is expected to function effectively with moderate supervision while following the guidelines given on procedures, along with agency, federal, and state regulatory requirements.

ESSENTIAL JOB RESPONSIBILITIES :

• Manage and coordinate the executive’s schedules, appointments, and meetings, prioritizing commitments and ensuring efficient use of time. Deliver excellent scheduling experience ensuring agendas, materials, and logistics are in place;
• Act as a gatekeeper, handling emails, calls, and messages on behalf of the executives;
• Draft, review, and distribute professional and clear communications, representing Bethany and upholding its core values in all interactions;
• Communicate in a way that reflects Bethany’s values and leadership priorities, serving as a direct extension of leadership in all interactions;
• Organize and prepare materials for meetings, including agendas, presentations, and meeting minutes;
• Schedule and arrange logistics for internal and external events;
• Maintain a security-first mindset by handling sensitive and confidential information with discretion, ensuring compliance with data privacy;
• Maintain accurate records, reports, and documentation;
• Arrange travel plans, itineraries, and accommodations;
• Process expense reports, reimbursements, credit card reconciliation and other financial tasks efficiently, and as needed;
• Assist in office management tasks, such as ordering supplies and coordination with vendors;
• Serve as a backup for the front desk and / or reception area as needed;
• Support various projects as needed, ensuring timely completion and follow-up;
• Build strong relationships and act as a liaison between the executives and internal and external stakeholders;
• Anticipate the needs of executive leadership by gathering information, conducting research, and synthesizing key information to support informed decision making;
• Provide logistical support for board committees or leadership meetings as needed, including scheduling, materials preparation, and minute-taking;
• Collaborate with other Executive Assistants and Administrative Support staff, sharing best practices and stepping in to support one another;
• Communicate proactively to drive efficiency and consistency across administrative support;
• This position is required to complete other tasks related to their specific department and / or program;
• Complete other duties as assigned.

QUALIFICATIONS :

LI-AO1