Executive Assistant To CEO

Location: Madison, WI

Department: G & A

Type: Full Time

Min. Experience: Mid Level

Purpose & Overall Relevance for the Organization

Provide a high level of administrative support to the CEO and VP of Operations to ensure efficient management and function of a day-to-day task and project demands. 

Key Responsibilities

  • Organize various types of correspondence independently, to ensure timely and accurate response
  • Format, type and edit a variety of material, including correspondence, memos, minutes, reports and confidential material with impeccable attention to detail 
  • Maintain and update department files, records, (organizational) charts, subscriptions and publications
  • Receive and screen telephone calls, monitor mail entry and administer the department owned e-mail accounts
  • Create announcements 
  • Create and run team-level and client events 
  • Schedule internal and external meetings/conferences
  • Coordinate and execute all travel arrangements for team members including flight and hotel booking, visa securing, car reservations and the like and immediately provide solutions to problems requiring knowledge of department policies and procedures
  • Complete expense reports
  • Proactively/independently carry out special projects and assignments
  • Assist in and coordinate projects and assignments as requested/directed
  • Take over administrative and coordinative tasks of department members as requested
  • Check and correct problems in existing systems and processes that are not immediately evident
  • Support team as well as management

Knowledge, Skills and Abilities

  • Incredibly high energy and internal drive is an absolute must
  • Ability to mange multiple urgent and important projects/tasks is a an absolute must
  • Impeccable attention to detail communication skills are a must 
  • Excellent knowledge of Microsoft Office and high degree of comfort in learning new technology 
  • High level of service orientation in dealing with internal and external stakeholders/customers
  • Good understanding of numbers
  • Exceptional organizational skills; project management experience preferred
  • Excellent PC software skills
  • 5+ years of experience supporting senior leaders
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