Executive Assistant

Job Description

Job Description

We are looking for an experienced Executive Assistant to provide high-level support to senior leadership in Waukesha, Wisconsin. This Long-term Contract position is ideal for someone who excels at keeping executives organized, maintaining smooth communication, and handling a wide range of administrative priorities with professionalism. The role requires strong judgment, attention to detail, and the ability to coordinate fast-moving schedules, meetings, and documentation in a dynamic corporate environment. Responsibilities: • Oversee and prioritize complex calendars for senior leaders, ensuring schedules align with business goals and shifting demands. • Coordinate meetings across executive, board, shareholder, and strategic groups, including logistics, materials, and follow-up actions. • Act as a key point of contact for internal teams and external partners, helping maintain clear and timely communication. • Prepare and refine presentations, reports, correspondence, and other executive-facing documents with accuracy and discretion. • Record meeting notes, maintain organized documentation, and track next steps to support completion of commitments. • Arrange business travel, build detailed itineraries, and manage related scheduling needs for leadership. • Support recruiting efforts for executive-level hiring through interview coordination and candidate communication. • Process expense reports, invoices, and vendor-related administrative tasks while helping maintain efficient office operations. • Assist with conference rooms, visitor reception, mail handling, supplies, employee events, plant tours, and other corporate activities. • Recommend and apply workflow improvements, administrative best practices, and technology-based solutions to enhance executive support, including occasional coordination needs tied to leadership transition activity.• 3+ years of experience providing administrative or executive support in a fast-paced business setting. • Demonstrated success managing calendars, meetings, correspondence, and multiple priorities for senior leaders. • Strong written and verbal communication skills with the ability to interact professionally across all levels of an organization. • Experience using CRM platforms and common business tools for scheduling, documentation, and coordination. • Familiarity with Kronos Timekeeping System, About Time, or similar workforce and timekeeping applications. • Proven ability to handle sensitive information with discretion, sound judgment, and a high level of confidentiality. • Excellent organizational skills and attention to detail, with the ability to follow through on tasks independently. • Proficiency in administrative support functions such as conference coordination, travel planning, and expense processing.