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Company: Barton Malow Holdings

Job Location: Southfield, MI

Position: Executive Assistant

REQ ID: 11110

 


POSITION SUMMARY

 

Barton Malow is seeking an Executive Assistant to join our team in Southfield, MI. The Executive Assistant will support the Executive Vice President, Chief People + External Relations Officer, and the Senior Vice President, People + Culture Operations Partnerships, by proactively anticipating their needs and enabling them to make significant contributions to the business.

 

This role involves executing administrative tasks and projects with high efficiency, confidentiality, and accuracy, while fostering a positive culture within the People + Culture and External Relations functions. The position requires independent judgment, project management skills, and the ability to navigate complex issues with confidence. The Executive Assistant will interact regularly with team members from the CEO to front-line staff, as well as external partners.

 


KEY JOB RESPONSIBILITIES:

  • Effectively manage meetings, including scheduling, preparing agendas, printing reports, recording detailed notes, disseminating action items, and coordinating catering arrangements.
  • Email correspondence, complex calendar management, scheduling, and travel coordination on behalf of the Executive ensuring smooth and well-coordinated engagements.
  • Oversee continuous functional projects through collaboration and effective communication with the Barton Malow Senior Leadership team.
  • Planning and/or supporting the planning and execution of special events internally and externally hosted.
  • Facilitate in-person attendance and technology during various meetings multiple times per week.
  • Varying administrative tasks including, but not limited to, booking appointments, research projects, ordering gifts, and running miscellaneous errands outside of the office.
  • Managed expense reporting and accounts payable responsibilities on behalf of the Executive.
  • Efficiently process mail and packages, ensuring timely distribution and appropriate action.


REQUIRED KNOWLEDGE, EDUCATION, EXPERIENCE, SKILLS, AND ABILITIES

  • The minimum requirement of an associate degree; bachelor’s degree in business administration or related field is strongly preferred.
  • Proven experience of 5-7 years supporting a senior-level executive with C-suite experience required.
  • An understanding of Human Resources functions is helpful.
  • Ability to bend, reach, and lift boxes and office supplies up to 30 lbs.
  • Proficient with the Microsoft Office suite, including Word, Excel, and PowerPoint, with extensive knowledge of Outlook, OneNote, and Teams.
  • Exceptional communicational skills, both written and verbal, with the ability to interact across multiple platforms (in-person, virtual, emails, and texting).
  • Ability to maintain a high level of discretion and sensitivity in relation to confidential personal and professional information.
  • Ability to foster a collaborative and supportive work environment, promoting open communication and a positive team culture.
  • Confident and skilled in coaching others, providing feedback, and resolving conflicts constructively.
  • Technologically savvy with the ability to enthusiastically embrace and promote new technology.
  • Strong organizational and time management skills with the ability to meet deadlines and multi-task.
  • Keen attention to detail in managing routine and complex matters.

 

WORK ENVIRONMENT/JOB CONDITIONS: 

  • A full-time role based at our headquarters office located in Southfield, MI with flexibility to work from home 1-2 days per week, depending upon the Executive and business needs (schedule can vary from week to week based on the Executive’s needs and the needs of the business).  The typical expectation will be an in-office presence at least 3 days per week.
  • Standard hours are 8:00 am – 5:00 pm, with occasional evening and weekend work as needed, typically to support special events.
  • Limited business travel (local or out of area) may be required.
  • The key job responsibilities described are not a comprehensive list – additional tasks may be assigned to the team member, and the job scope may change as necessitated by business demand.


Barton Malow is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, sexual orientation, gender identity, veteran status, height, weight or marital status.

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