Administrative Assistant and Project Coordinator

The Henry Ford is a nonprofit organization, an internationally recognized cultural destination, and a one-of-a-kind workplace. Our team is inspired daily by one another as well as the authentic stories of innovation that we share across our four venues. We want you to be part of this legacy and take it forward.

We are currently accepting applications for an Administrative Assistant and Project Coordinator opening. This position provides administrative support for the Office of the Chief Operating Officer as well as the Vice President of Talent & Culture. This role is primarily responsible for overall office administration and project coordination including management of confidential files, financial information, payroll tracking, copy editing, and diverse administrative and special project assignments. In this role, you support all special projects, events, and activities as needed in all areas overseen by the Chief Operating Officer. This position also provides administrative support to other directors in the Business Operations unit.

Please note, first consideration will be given to current THF employees.

Essential Responsibilities

• Perform standard office duties, such as filing, handling incoming and outgoing electronic communications, answering telephones, scanning documents, handling information request, receiving visitors, arranging conference calls, etc.
• Manage calendars and schedule meetings both with internal and external partners
• Assists with administrative details and facilitate the effective workflow of the offices supporting the Chief Operating Officer and VP of Talent & Culture
  
• Use project management tools to track and monitor project plans and alert of changes
• Organizes organizational policy recordkeeping
• Participate in, and sometimes lead internal projects
• Document, remind, and follow up on important action items and impending deadlines for self and supported leadership
• Create expense reports, generate letters, PowerPoint presentations, and process documents as needed
• Draft, proofread, and edit correspondences and communications as requested
• Assists in the creation of project documents, including budgets, schedules, reports, etc., and electronic presentations. These documents will become part of official institutional record and be used in grant reports and applications, reports to donors, trustees, etc.

Your Qualifications

• Advanced proficiency of MS Office, including Word, Excel, PowerPoint, and Outlook
• 1 or more years of project management experience, or equivalent education/coursework
• 2 or more years of administrative support or customer service experience
• Experience building professional presentations

Special Skills

• Excellent verbal, written, and interpersonal communication skills
• Strong time management and organizational skills and ability to efficiently manage multiple projects simultaneously with possible competing priorities
• Must be innovative, detail oriented, and a critical thinker with strong problems solving skills
• Ability to maintain high level of confidentiality
• Demonstrated ability to manage various priorities and stakeholders
• Demonstrated adaptability and flexibility to changing priorities and project requirements
• Self-driven and motivated with ability to take initiative and lead projects

Please note that this job description is subject to modifications at any time to meet the evolving requirements of our institution.

Respect, inclusion, and opportunity for people of all backgrounds will attract the best ideas to THF and help us shape a more vibrant future. By honoring and celebrating people’s diversity, THF can bring new creativity, effectiveness, and leadership to our work and community. Achieving diversity, equity, inclusion, and accessibility is a continuous process, which, we believe, will contribute to a sustainable and inclusive world. Therefore, we strongly encourage applications from individuals who identify with or belong to marginalized communities.

It is the policy of The Henry Ford to prohibit discrimination in any employment, donor or volunteering opportunity including but not limited to based on race, color, sex, sexual orientation, gender, gender identity/expression, genetic information, pregnancy, religious creed, national origin, ancestry, age, physical/mental disability or any other such characteristic protected by federal, state or local law. This Policy applies to all of our employees, donors and volunteers to ensure that they are treated without discrimination.

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Last updated on Feb 17, 2025