Executive Administrative Assistant
US-WI-Onalaska
Careers
Req #: 53068
Type: Full-Time
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Overview: Job Title: Executive Administrative Assistant Reports To: Sr. Vice President of Information Technology *]:pointer-events-auto scroll-mt-[calc(var(--header-height)+min(200px,max(70px,20svh)))]" dir="auto" data-turn-id="request-WEB:ccceb6f2-7c89-45a3-932f-ffaf92e5d328-1" data-testid="conversation-turn-4" data-scroll-anchor="true" data-turn="assistant"> The Executive Administrative Assistant proactively manages and prioritizes the executive's time, acting as a gatekeeper to ensure focus on the highest-impact work. Anticipates needs, drives follow-through, and serves as a trusted extension of the executive in communications, operations, and decision support. Responsibilities: ESSENTIAL DUTIES AND RESPONSIBILITIES * Serve as a strategic planning partner to the executive, actively managing and triaging a complex calendar to align time with top business priorities; exercise sound judgment in accepting, declining, or reshaping meeting requests. * Own executive communications flow: review, prioritize, and route correspondence; draft and send communications on behalf of the executive with a high degree of autonomy and professionalism. * Synthesize information from meetings, reports, and incoming materials into clear, actionable insights; prepare executive-level briefings, summaries, and recaps. * Coordinate and optimize all scheduling logistics, including meetings, conferences, store visits, and travel, with a forward-looking approach to efficiency and preparedness. * Read, research, and route correspondence; draft letters and documents; collect and analyze information; prepare and send communication on behalf of executive as directed * Maintain strict confidentiality and discretion in handling sensitive information and business matters. * Prepare executive level reports and recaps * Schedule, plan and attend all meetings of the executive team; transcribe meeting discussions and disseminate; follow up with individuals when necessary * Track expenses; compile and process monthly expense reports for several members of the executive team * Provide support to executive for all tasks and responsibilities relating to external boards and committees on which they serve * Proactively anticipate needs by staying ahead of business priorities, identifying potential challenges, and gathering information or solutions before they are requested. * Represent the executive in select meetings and interactions, independently handling discussions that do not require direct involvement while ensuring alignment with executive priorities. * Handle all aspects of travel arrangements for executive; compile detailed travel folders containing all necessary information * Process invoices for services rendered, ensuring timely payment to vendor partners * Lead day-to-day office operations and supervise two direct reports (Senior Office Assistant and part-time Facilities Technician), setting priorities and ensuring effective coverage of reception, visitor coordination, and workplace services. * Oversee front office functions including phone management, visitor experience, and employee programs such as office lunch coordination to support a welcoming and well-run workplace environment. * Provides oversight for facilities operations by leading technician responsible for managing vendors, scheduling maintenance and repairs, and ensuring timely resolution of office and building needs. * Regular, timely attendance in compliance with the work schedule, and adequate notice to find a replacement for occasional absences * Contribute to team effort by accomplishing related results as needed RELATIONSHIPS AND CONTACTS * Supervisory Relationships: Directly reports to the Sr. Vice President of Information Technology * Organization Relationships: * Daily contact with all levels of support office and store leaders to provide direct support and guidance * Frequent contact with partners to gain information, work on joint projects and utilize experts QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. * 5+ years of administrative assistant or related experience * Associate's or Bachelor's degree or equivalent relevant work experience strongly preferred * Advanced working knowledge of Microsoft Outlook, Excel, Word and Power Point * Professional, energetic attitude with attention to detail * Clear, tactful, and effective executive level writing skills * Ability to communicate verbally with poise, tact, and candor * Reliable work ethic, sense of urgency, and ability to use discretion PHYSICAL DEMANDS AND WORK ENVIRONMENT The physical demands and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. * Frequent need to stand, walk, or sit for extended periods of time * Bending, stretching, and occasional lifting of up to 50 lbs. is required * Professional appearance and demeanor is a must WORK SCHEDULE The Executive Administrative Assistant is a full time position. The work schedule will include mornings, afternoons, evenings, weekends, and holidays as needed. Qualifications: ESSENTIAL DUTIES AND RESPONSIBILITIES * Serve as a strategic planning partner to the executive, actively managing and triaging a complex calendar to align time with top business priorities; exercise sound judgment in accepting, declining, or reshaping meeting requests. * Own executive communications flow: review, prioritize, and route correspondence; draft and send communications on behalf of the executive with a high degree of autonomy and professionalism. * Synthesize information from meetings, reports, and incoming materials into clear, actionable insights; prepare executive-level briefings, summaries, and recaps. * Coordinate and optimize all scheduling logistics, including meetings, conferences, store visits, and travel, with a forward-looking approach to efficiency and preparedness. * Read, research, and route correspondence; draft letters and documents; collect and analyze information; prepare and send communication on behalf of executive as directed * Maintain strict confidentiality and discretion in handling sensitive information and business matters. * Prepare executive level reports and recaps * Schedule, plan and attend all meetings of the executive team; transcribe meeting discussions and disseminate; follow up with individuals when necessary * Track expenses; compile and process monthly expense reports for several members of the executive team * Provide support to executive for all tasks and responsibilities relating to external boards and committees on which they serve * Proactively anticipate needs by staying ahead of business priorities, identifying potential challenges, and gathering information or solutions before they are requested. * Represent the executive in select meetings and interactions, independently handling discussions that do not require direct involvement while ensuring alignment with executive priorities. * Handle all aspects of travel arrangements for executive; compile detailed travel folders containing all necessary information * Process invoices for services rendered, ensuring timely payment to vendor partners * Lead day-to-day office operations and supervise two direct reports (Senior Office Assistant and part-time Facilities Technician), setting priorities and ensuring effective coverage of reception, visitor coordination, and workplace services. * Oversee front office functions including phone management, visitor experience, and employee programs such as office l
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