Executive/Personal Assistant

Executive/Personal Assistant

Gage Marine of Williams Bay, WI is looking to hire a full-time Executive/Personal Assistant to join our office team. Are you an experienced and outgoing executive assistant professional who is looking for a career and not just a job? Are you ready to love your job? Would you like to work for an established local company in a fun industry? If so, please read on!

This dual position of Executive/Personal Assistant is a highly organized, dedicated, and efficient individual. This dual role requires balancing professional responsibilities with personal support tasks and providing comprehensive support to the COO and President. The ideal candidate will be adept at managing complex calendars, coordinating travel, and handling personal errands and finances with a high level of discretion and professionalism.

Essential Duties and Responsibilities:

• Coordinate and manage the calendar, including scheduling meetings, appointments, travel arrangements, and personal commitments.
• This person is the first point of contact, managing communications with internal and external stakeholders, filtering messages and calls, and prioritizing them.
• Conduct research and prepare reports or presentations as needed for professional purposes.
• Oversee and coordinate personal appointments, family events, and errands, ensuring a seamless integration of professional and personal life.
• Handle professional correspondence and phone calls, always maintaining confidentiality and discretion.
• Assist with special projects and perform additional duties as required, adapting to professional and personal needs.
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Schedules, organizes and provides logistics for the office regarding Employee Recognition and special events, seminars, presentations, business meetings and symposiums.
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.

Minimum Experience Requirements

• Exceptional organizational and time management skills, with the ability to effectively manage multiple tasks and priorities.
• Strong communication abilities to effectively liaise with various stakeholders and manage household staff.
• Skilled in using calendar and email management tools, with a good understanding of budgeting and financial management software.
• Maintain a high level of discretion and the ability to handle sensitive information with utmost confidentiality.
• Capable of working under pressure and adapting to changing priorities and unexpected events.
• Strong problem-solving skills and attention to detail.
• Experience: Minimum of 3 years in a similar dual role, such as Executive or Personal Assistant, with a proven track record of successfully managing professional and personal responsibilities.

Computer Skills: PC proficiency is required, with experience in Microsoft Office applications including Word, Excel and Outlook

Reasoning Ability: Requires the ability to solve practical problems and deal with a variety of concrete variables. Can interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Mathematical Skills: Must be able to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Language Skills: Excellent written, verbal, and interpersonal communication skills. Requires mastery of business English language skills to read, analyze, and interpret information, policies and procedures, and/or governmental regulations. Able to write reports and business correspondence.

Physical Demands: While performing the duties of this job, the Employee is regularly required to talk or hear. The Employee is frequently required to sit, stand, walk, and use hands to finger, handle, or feel. The Employee must occasionally lift and/or move up to 10 pounds of weight. Specific vision abilities this job requires include close vision and the ability to adjust focus.

Work Environment: The Employee works in an office environment. Generally, the work environment's noise level is usually quiet. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Gage Marine represents a family of tradition and nautical business interests in lakeside dining, cruise boat excursions, retail boat sales, valet, service, boat club, pier service, storage, and recreation throughout Wisconsin. With a passion for fun and a commitment to excellence, we serve our customers, colleagues, and our community.

We would not be able to provide this level of service without our hardworking team. Although we work hard together, we also know how to have fun! Our team actually enjoys coming to work each day. In addition to a great work environment, we also offer competitive compensation and benefits. If this sounds like the right fit for you, join our family!