Executive Assistant

Job Description

Executive Assistant

This role functions as a strategic administrative partner to the President/CEO, providing high-level organizational and clerical support that is vital to both daily operations and long-term organizational success. Responsibilities include managing schedules, coordinating communication, and researching, compiling, and occasionally analyzing information to support executive decision-making.

Serving as a key point of coordination, the Executive Assistant works closely with leadership, department staff, and external contacts to ensure effective communication, address inquiries, and support ongoing business initiatives. This position requires strong independence, discretion, and sound judgment, operating with minimal supervision when appropriate.

Essential Duties and Responsibilities

• Assist with recruitment efforts for exempt and non-exempt positions (excluding management roles), including coordination with temporary staffing agencies
• Attend administrative meetings, seminars, and professional development events
• Maintain and regularly update organizational charts and employee directories
• Coordinate office support services such as maintenance, repairs, inventory, and mail/file systems
• Draft, edit, and manage routine correspondence while maintaining accurate records
• Serve as recording secretary for meetings by documenting, preparing, and distributing minutes promptly
• Provide administrative support including data entry, document preparation, workflow management, and communication coordination
• Directly support the President/CEO with a wide range of administrative and clerical tasks
• Organize company-wide meetings, conferences, and travel arrangements with strong attention to detail
• Monitor and track corporate credit card expenses in compliance with established policies
• Proactively manage recurring responsibilities and special projects independently or in collaboration with others
• Lead special initiatives as assigned, such as coordinating events, preparing presentations, managing communications, and handling direct mail campaigns
• Perform additional duties and special assignments as needed to support organizational goals

Job Requirements

Education and Experience

• Associate's or Bachelor's degree in Business or a related field preferred, or equivalent work experience
• At least 4-5 years of administrative or executive support experience
• Intermediate to advanced proficiency in Microsoft Word, Excel, Outlook, and PowerPoint

Meet Your Recruiter

Socorro Vazquez-Rojas
HatchELITE

Socorro is an incoming senior at Marquette University, where she is pursuing a degree in Corporate Communications and Marketing. She is passionate about helping others: whether by answering questions, offering support, or providing Spanish translation; overcoming language barrier.

This summer, Socorro is excited to be part of the ELITE program at Hatch, viewing it as an important stepping stone in her professional journey. She brings a creative mindset and a people-first approach to everything she does.

Outside of her professional and academic pursuits, Socorro enjoys being a devoted cat mom to her cat, Cookie, as well as shopping and creating digital designs.

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