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.