Executive Assistant - Grand Rapids

Executive Assistant

Location: Grand Rapids, MI or any of our office in Michigan

Job Summary

Fishbeck is seeking an experienced and meticulous Executive Assistant to provide comprehensive administrative support to firm leadership, including the Corporate Services Division Directors for Accounting & Finance, Business Transformation, Facilities, Information Technology, Sales & Marketing, Support Services, and other operational leaders. A key part of the role is to anticipate the needs of leadership and manage sensitive information with a high level of confidentiality. This team member will play a vital role in ensuring day-to-day operations of the firm run smoothly by coordinating projects, preparing internal communications, scheduling meetings and events, and managing sensitive information. Ideal candidates will have a strong background in a consulting architectural/engineering environment. Candidates must be highly organized, professional, and initiative-taking, with expert knowledge of Microsoft applications including SharePoint. This is a full-time, Monday through Friday position during regular business hours.

Primary Responsibilities

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  Provide direct administrative support to the Corporate Services Division Directors for Accounting & Finance, Business Transformation, Facilities, Information Technology, Sales & Marketing, Support Services, and other operational leaders.

  
  

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  Act as a key point of contact for this leadership group, fielding inquiries and relaying messages to appropriate parties across the firm.

  
  

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  Manage complex calendars around corporate initiatives.

  
  

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  Schedule and organize logistics for shareholder meetings, including occasional offsite venues.

  
  

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  Partner with the Accounting & Finance and Risk Management Directors to facilitate our employee-owned stock management program and other firm-wide financial and risk management documents.

  
  

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  Prepare, review, and edit internal and external documents, presentations, and reports to ensure consistency with Fishbeck standards.

  
  

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  Compile, proof, and assist with publishing internal firm communications.

  
  

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  As needed, assist Risk Management Department in drafting or editing policies, procedures, and document standards.

  
  

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  Facilitate communication and accurate data flow between departments, tracking deadlines, budgets, documentation, and project progress related to firm and Corporate Services Directors projects.

  
  

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  Assist the Chief Vision Officer and Vision Executive Team.

  
  

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  Maintain and update various internal SharePoint pages, including suggesting innovative updates.

  
  

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  Correspond with external vendors as needed.

  
  

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  Support additional duties as requested by leadership.

  
  

Minimum Physical Requirements

Mobility to work in an office setting, use standard office equipment, visual acuity to read printed materials and a computer screen, and hearing and speech to communicate in person, via videoconferencing, and over the telephone. Accommodations may be made for otherwise qualified individuals who require and request such accommodations.

Ability to travel in support of leadership as necessary.

Desired Education/Licensure

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  Associate degree or equivalent relevant experience.

  
  

Desired Skills/Experience

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  7+ years of experience as an Executive Assistant or in a similar administrative role supporting senior-level leadership. Experience in a consulting engineering/architecture environment a plus.

  
  

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  High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, Copilot). Experience with Adobe Suite, Bluebeam, or other PDF editing tools is a plus.

  
  

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  Excellent verbal and written communication skills, with mindfulness and accuracy in corporate correspondence.

  
  

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  Strong organizational skills with the ability to balance and prioritize multiple tasks.

  
  

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  Initiative-taking, adaptable, and capable of working independently in a demanding environment.

  
  

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  Strong people skills and ability to collaborate with teams across multiple departments.

  
  

What We Offer

Our staff members enjoy a comprehensive compensation package that includes:

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  Medical, dental, and vision insurance

  
  

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  Wellness reimbursement and activities

  
  

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  Reimbursement and support for tuition, continuing education, and professional development

  
  

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  Vacation, sick, and volunteer time, PTO, parental leave, and paid holidays

  
  

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  401(k), profit-sharing, and stock options (we are 100% employee-owned!)

  
  

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  And more!

  
  

About Fishbeck

Fishbeck is one of the premier professional consulting firms in the nation, with 22 regional offices and more than 700 employees. Engineering, environmental sciences, architecture, and construction management are the cornerstones of Fishbeck's services and integrated project approach. We are a hands-on and design-oriented practice with the technical capabilities and understanding to take the largest projects from concept to completion. Our team of experts takes pride in our commitment to reliability in design, connection to our clients, and creativity at our core.

We are an equal-opportunity employer that is committed to diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability, or veteran status.