Here at KZCF we are a team of people who love where we live and love what we do. We give back to Kalamazoo County by investing in people and programs that will help create a community where every person can reach full potential.

Established in 1925, we are one of the oldest and most successful community foundations in the country. With assets totaling $530 million, each year we and our donors invest about $15 million in the community in the form of grants to nonprofit organizations.

Located in Southwest Michigan (about two hours northeast of Chicago and two hours southwest of Detroit), KZCF offers a competitive benefits package; team-oriented, performance excellence culture; and unlimited opportunities to make life in Kalamazoo County better for everyone. In 2019 – for the sixth year in a row – we were named one of West Michigan's 101 Best and Brightest Companies to Work For.

We believe the strength of our organization depends on our commitment to value, respect and embrace diversity, and we look forward to hearing from talented people of diverse backgrounds, beliefs and perspectives. We are an equal opportunity employer and strive to demonstrate our commitment to diversity, equity and inclusion in all of our policies, procedures and practices.

DEADLINE EXTENDED: Executive Assistant to the CEO

Position Title: Executive Assistant to the CEO

(Downloadable PDF of job posting)
Reports To: President/CEO
Pay Grade: $48,900-$59,800
Position Status: Full Time
Application Deadline: October 23, 2019, 5 p.m. EST

Position Summary:
Reporting directly to the President and CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external contacts on all matters pertaining to the Office of the President. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant will work independently on projects, from conception to completion, and will handle a wide variety of activities with a high degree of confidentiality and discretion.

Essential Duties & Responsibilities:
Position Functions:

Duties/responsibilities - Executive Support

  • Completes a broad variety of administrative tasks for the President/CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. 
  • Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.  
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. 
  • Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff. 
  • Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
  • Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the President, some of which may have organizational impact. 
  • Successfully completes critical aspects of deliverables including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company. 
  • Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Board Support and Governance

  • Works with President/CEO to manage Board meetings by preparing agenda, and other relevant material.
  • Attends Board meetings, prepares Minutes and reviews prior to presentation to Board and functions as recording secretary to the Board. Provides same services to the Board’s Governance Committee as needed.
  • Works closely with the Board on a variety of issues. Support Annual Assessment/CEO Evaluation, etc.
  • Board Brief Bi-monthly

 Senior Management Liaison

  • Prepares and monitors budgets for Governance and Community Leadership & Presidents Discretionary.
  • Edits and completes first drafts for written communications to external stake holders, such as grant writing, and public policy.
  • Support integrate info community with Board of Trustees, and Strategy & Leadership, FFE Governance,

 Strategic Initiatives

  • Works with the Donor Relations and Community Investment teams in coordinating the President's outreach activities  
  • Follows up on contacts made by the President and supports the cultivation of ongoing relationships  
  • Manages acknowledgement letters from the President to donors


  • Masters and employs PEM concepts and practices
  • Supports the mission, vision and strategic goals of the Community Foundation in order to serve both internal and external customers.
  • Conducts self in a professional manner.
  • Follows and supports Community Foundation policies and procedures.
  • Maintains appropriate professional appearance.
  • Evaluates own performance and assumes responsibility for professional development.
  • Maintains confidentiality.
  • Maintains current knowledge of all changes affecting area of work.


  • Actively participates in meetings, committees and volunteer opportunities within the organization
  • Participates as a team member utilizing a collaborative style to achieve mutual goals
  • Provides proactive, creative cross-functional thinking and ideas to enhance service to customers
  • Demonstrates ability to work effectively with others

Knowledge, Skills & Abilities:

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
  • Expert level written and verbal communication skills 
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Highly resourceful team-player, with the ability to also be extremely effective and independent.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
  • Forward looking thinker, who actively seeks opportunities and proposes solutions 

Education and Experience Requirements:

  • Bachelor's degree required 
  • Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization 
  • Experience and interest in internal and external communications, partnership development. 
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point)

Physical/Mental Requirements

  • Works in well-lit, pleasant, smoke-free office.
  • Requires occasional travel.
  • Frequently requires extended work days.
  • Must be able to sit for long periods of time.
  • Involves periodic repetitive movement associated with keyboarding.
  • Able to stoop, bend and move intermittently in order to do filing and move equipment and supplies necessary for job function.
  • Requires frequent attention to detail/concentration on figures, paperwork, data, etc.
  • Frequent pressures related to meeting deadlines and fulfilling scheduling requirements.
  • Frequent distracting influences such as people, phone calls, noise and so forth.
  • Simultaneous handling of multiple tasks on a frequent basis.
  • Frequent intermittent or cyclical work pressures.
  • Frequent irregularity of work hours because of overtime requirements, attendance at meetings, etc.
  • Occasional on-call availability to handle work problems, handle emergencies/crisis situations etc., at all hours.



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