Rockford Park District is hiring: Executive Assistant in Grand Rapids

Overview

Executive Assistant role at Rockford Park District. The Executive Assistant plays a key role in maximizing the effectiveness of executive leadership by providing high-level administrative and strategic support. This position ensures the seamless coordination of executive operations, the tracking of departmental initiatives, and the handling of sensitive information with the utmost discretion. The role supports the development, implementation, and ongoing management of Rockford's strategic priorities.

Location: 601 First Street NW, Grand Rapids, MI 49504

Position Classification: Full-Time Regular

Rockford is an equal opportunity employer committed to nondiscrimination in all aspects of employment.

Key Responsibilities

• Champion DEI: Promote and contribute to an inclusive workplace culture that reflects Rockford’s commitment to diversity, equity, and inclusion.
• Executive & Administrative Support: Provide direct, confidential administrative support to the executive team; manage and coordinate complex calendars; arrange travel; serve as a professional and welcoming point of contact for internal and external stakeholders.
• Communication & Correspondence: Draft, review, and edit communications including memos, letters, reports, and presentations; read and prioritize incoming correspondence; prepare meeting agendas and materials; take and distribute accurate meeting minutes.
• Meeting & Event Coordination: Plan logistics for meetings, conferences, and presentations, including room setup, technology coordination, food and beverage, and cleanup; moderate virtual meeting participation as needed.
• Project & Strategic Initiative Support: Track key deliverables and deadlines; maintain and update CRM systems to track meetings, opportunities, awards, and documentation; conduct research and prepare briefing materials on clients, industry trends, and strategic initiatives.
• Confidentiality & Discretion: Handle sensitive information with utmost confidentiality; exercise sound judgment and independent decision-making on matters of significance.
• Liaison & Representation: Serve as a liaison between the executive, staff, departments, board members, and external stakeholders; represent the executive in meetings and communications as needed.
• Documentation & Recordkeeping: Maintain accurate files, reports, and statistical information; coordinate travel itineraries and expense reporting.
• Strategic & Operational Involvement: Support planning and execution of short- and long-term business objectives; take ownership of major assignments affecting operational success.
• Additional Duties: Take on special projects and other responsibilities as assigned to support evolving business needs.

Requirements

• Associate’s degree required; Bachelor’s degree strongly preferred
• At least 5 years of experience providing executive-level administrative support
• Exceptional organizational skills with the ability to manage, prioritize, and balance multiple projects and deadlines
• Outstanding written and verbal communication skills with a professional and approachable demeanor
• Ability to work independently, take initiative, and exercise sound judgment
• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Experience with CRM systems, especially Salesforce, is highly desirable

Benefits

Rockford offers a competitive compensation package with a 401(k) plan featuring a company match, comprehensive healthcare coverage, generous paid time off, flexible work schedules, tuition reimbursement and professional development opportunities, on-site health and wellness programs, and opportunities to give back through volunteer time off and community partnerships.

About Rockford Park District

For nearly 40 years, Rockford has provided construction management, real estate development and property management services. We think like owners, build with precision, and operate to achieve long-term value—driven by craftsmanship, quality and service. We serve commercial, educational, industrial, health and well-being, hospitality, multi-unit and retail markets with a focus on communities we serve. Rockford is recognized for its commitment to people and quality.