Executive Assistant at Scott Group Studio – Grand Rapids, Michigan

Job Description Summary

The Executive Assistant provides high-level administrative and operational support to members of the Executive Leadership Team. This role is responsible for managing complex calendars, coordinating headquarters visitors, supporting travel and event logistics, and maintaining organized administrative systems that enable executive leaders to operate efficiently and strategically.

Based at headquarters, this position serves as a key point of contact for internal and external stakeholders including new hires, candidates, vendors, designers, customers, and clients. The Executive Assistant must demonstrate exceptional discretion, professionalism, attention to detail, and the ability to anticipate needs in a fast-paced environment that supports a luxury product and brand experience.

This role is a trusted partner to senior leaders and may provide project management and cross-functional coordination support as business needs evolve.

Job Responsibilities

• Manage complex executive calendars, including scheduling, prioritizing meetings, coordinating logistics, and resolving multiple stakeholders and time zones.
• Coordinate headquarters visitors including new hires onboarding from satellite locations, vendors, customers, designers, and clients to ensure a polished and welcoming experience.
• Assist in planning and coordinating meetings, executive events, leadership offsites, and internal gatherings including catering arrangements and space preparation.
• Book and coordinate domestic and international travel arrangements including flights, hotels, ground transportation, and itineraries.
• Prepare and submit expense reports, receipts, and supporting documentation using company expense management systems with accuracy and timeliness.
• Maintain organized digital and physical filing systems, including scanning, document management, and confidential paperwork handling.
• Support onboarding logistics for new hires visiting headquarters, including scheduling and coordination with internal teams.
• Greet and assist candidates during interview visits, ensuring a professional and seamless experience.
• Provide administrative support including drafting correspondence, preparing materials, and maintaining executive documentation.
• Support special projects and provide project management assistance as assigned by the Chief Executive Officer and other members of the executive team.
• Exercise sound judgment and maintain strict confidentiality when handling sensitive business, personnel, or financial information.
• Represent Scott Group Studio with professionalism, discretion, and credibility in a design-driven, luxury product environment.

Job Requirements

• Associate or bachelor’s degree in business administration, customer service, marketing, human resources or a related professional field is preferred, or equivalent level of professional experience.
• Minimum of 3 years of experience supporting senior leaders or executives in a corporate environment.
• Demonstrated experience managing complex calendars and executive schedules.
• Experience coordinating travel, events, and visitor logistics.
• Strong proficiency in Microsoft Office Suite including Outlook, Teams, Word, Excel, and PowerPoint.
• Experience using Microsoft Copilot or AI-supported productivity tools preferred.
• Experience with expense reporting systems and administrative software platforms.

Other Skills and Abilities

• Exceptional organizational skills with strong attention to detail and accuracy.
• Ability to manage multiple priorities while maintaining professionalism and composure.
• Proven ability to handle confidential information with discretion and integrity.
• Strong written and verbal communication.
• High level of professionalism and executive presence appropriate for a luxury brand environment.
• Strong interpersonal skills with the ability to interact confidently with senior leaders, external partners, and guests.
• Proactive problem-solving skills and the ability to anticipate needs across departments.

Physical Requirements

• Ability to use a computer and related office technology for extended periods.
• Ability to use phone and video conferencing tools.
• This position requires regular sedentary work with occasional movements throughout the office to greet visitors, prepare meeting spaces, and setup for events.
• Ability to lift light to moderate office materials and supplies as needed up to 50 lbs.