Executive Vice President Administrative Assistant

Job Overview

Provides high level administrative support to the Executive Vice Presidents in Design Innovation & Sustainability, and Global Information Services, along with their respective departments, in a fast paced, global environment. This role manages confidential information with professionalism, acts as a communication liaison, and follows up on assignments to ensure timely completion. Key responsibilities include screening calls and email, managing complex calendars across multiple time zones, maintaining records, coordinating domestic and international travel, supporting meeting and event logistics, and tracking expenses. The Executive Administrative Assistant ensures seamless operational support for senior leaders and contributes to the overall efficiency and effectiveness of both functions.

Job Responsibilities

• Assists with presentation materials, schedules video conferencing (ie: Teams presentations), and coordinates special projects, providing backup support as needed.
• Enters requisitions, prepares and tracks expense reports, maintains files, and assists with budget reporting.
• Sorts and screens mail, answers telephones, and takes necessary follow-up actions.
• Composes, reviews, and follows up on correspondence, including confidential and complex documents, using various software tools.
• Manages travel arrangements, accommodation reservations, and prepares necessary paperwork for vice presidents and visitors.
• Schedules, organizes, and attends meetings, takes notes, and distributes minutes, ensuring all parties are informed and up-to-date.
• Coordinates appointments and maintains the schedule for vice presidents, ensuring timely meetings and interactions.
• Must be able to perform all essential job functions with/without accommodation.
• Uses office automation, communication, software, and tools used in Haworth office environment.
• Performs other duties within scope as assigned.

Required Qualifications

• Education: High School or equivalent
• Work Experience: Minimum 3 years administrative or secretarial experience 
• Military Equivalency at www.mynextmove.org/vets/find/military/
• Applicants must be able to work in Holland, MI without relocation assistance.
• Applicants must possess an unrestricted right to work in the US to be eligible for this position.

Preferred Qualifications

• Associate's degree or higher in business, accounting, organizational leadership, communication, human resources or equivalent
• Experience working in a global corporation supporting C-level executives with business units in various time zones
• Expertise in complex calendar management, including coordinating high-volume, shifting priorities, and scheduling across multiple time zones
• Ability to proactively anticipate scheduling conflicts, prepare leaders ahead of key engagements, and ensure efficient flow of meetings and information
• Strong organizational skills with proven ability to manage multiple projects, deadlines, and requests simultaneously
• Exceptional verbal and written communication skills with the ability to draft executive level correspondence, meeting summaries, and presentations
• Demonstrated ability to maintain professional and diplomatic relationships with internal teams, external partners, global stakeholders, and other executive offices
• Ability to serve as a gatekeeper and liaison, exercising discretion, tact, and emotional intelligence in high visibility interactions
• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, Teams, PowerPoint, Word) and familiarity with collaboration and workflow tools such as SharePoint, OneNote, ServiceNow, Concur, or Asana
• Ability to quickly learn and navigate digital platforms used across global organizations, including videoconferencing systems and project-tracking software
• Experience preparing polished executive presentations using PowerPoint or visual storytelling tools
• Experience coordinating domestic and international travel itineraries, including visas, accommodations, and expense reimbursement
• Skilled in planning and supporting executive level meetings, department events, workshops, and leadership offsites (virtual and in-person)
• Ability to manage confidential and sensitive information with absolute discretion
• Demonstrated alignment with Haworth’s values, including integrity, collaboration, design thinking, and continuous improvement