Executive Assistant
Grand Rapids, MI 
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Job Description
Position: Executive Assistant
Location: Grand Rapids, MI
Job Id: 1694
# of Openings: 1
Executive Assistant
Location
Grand Rapids, MI

Job Summary
Fishbeck is seeking an experienced and detail-orientated Executive Assistant to provide comprehensive administrative support to the President and other firm leadership. This staff member will play a crucial and fulfilling role in ensuring effective day-to-day operations of the firm through coordinating projects, preparing communication, engaging with staff, and anticipating the needs of firm leadership. Ideal candidates will have a proven record of organization, interpersonal skills, confidentiality, and a keen eye for detail. This position will be in the office Monday through Friday during regular business hours.
Primary Functions
  • Provide administrative support to firm leadership, including the President, Leadership Team, and Legal Counsel.
    • Schedule annual meetings for Board of Directors, Leadership Team, shareholders, etc.
    • Schedule President's annual Town Hall tour of Fishbeck offices and other similar events (sometimes requires finding off-site venues).
    • Act as key point of contact for firm leadership, fielding requests and accurately relaying messages to the appropriate party within the firm.
  • Provide Support to Legal Counsel
    • Assist counsel in developing and implementing new policies around handling contracts, handling of legal claims, liability insurance, etc.
    • Simple contract reviews, or decision to escalate it to counsel.
    • Manage the Fishbeck entities.
    • Assist counsel in initiating a filing system for corporate records.
    • Manage mergers and acquisition documents.
    • Coordinate insurance and legal compliance documentation, corporate registration forms, legal compliance.
  • General Administrative Support Areas
    • Prepare, review, and edit documents, presentations, and reports to ensure compliance with Fishbeck standards.
    • Assist in compiling, proofing, and publishing internal firm communications.
    • Manage calendars, travel arrangements, and external events for firm leadership.
    • Facilitate accurate flow of correspondence and data between staff, including deadlines, budgets, documentation, and project progress.
    • Edit SharePoint intranet pages.
    • Organize meeting logistics and accurately keep records when necessary.
    • Correspond with external vendors.
  • Other related duties as requested by Team Leader and firm operation leadership.
Minimum Physical Requirements
Mobility to work in an office setting, use standard office equipment, visual acuity to read printed materials and a computer screen, and hearing and speech to communicate in person or over the telephone. Accommodation may be made for some of these physical demands for otherwise qualified individuals who require and request such accommodation.
Desired Education/Licensure
Associate degree or related experience.
Desired Skills/Experience
  • 10+ years of experience as an Executive Assistant or similar administrative/paralegal role, preferably supporting senior leadership.
  • Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and SharePoint. Exposure to Adobe Suite, Bluebeam, or other PDF tools a plus.
  • Excellent organizational skills, balancing multiple tasks simultaneously.
  • Strong verbal and written communication skills, with proficiency in corporate correspondence.
  • Ability to work effectively while adapting to and managing changing priorities.
  • Self-motivated and proactive, able to anticipate the needs of firm leadership.
  • Strong interpersonal skills, must work collaboratively with diverse teams.
What we offer
Our staff members enjoy a comprehensive compensation package that includes:
  • Medical, dental, and vision insurance.
  • Wellness reimbursement and activities.
  • Reimbursement and support for tuition, continuing education, and professional/personal development.
  • Vacation, sick, and volunteer time, PTO, parental leave, and paid holidays.
  • 401(k), profit-sharing, and stock options (we are 100% employee-owned!).
  • And more!
About Fishbeck
Fishbeck is one of the premier professional consulting firms in the nation, with 15 regional offices and more than 600 employees. Engineering, environmental sciences, architecture, and construction management are the cornerstones of Fishbeck's services and integrated project approach. We are a hands-on and design-orientated practice with the technical capabilities and understanding to take the largest projects from internal concept to completion. Our team of experts takes pride in our commitment to reliability in design, connection to our clients, and creativity at our core.


We are an equal-opportunity employer that is committed to diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability, or veteran status.
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Job Summary
Company
Fishbeck, Thompson, Carr & Huber
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
Associate Degree
Required Experience
10+ years
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