Administrative Assistant

Caljan•Menomonee Falls, WI

17h•$21 - $24•Onsite

About The Position

Caljan Inc. is seeking a proactive Administrative Assistant to provide top-tier leadership and HR support to its People & Culture and Senior Leadership team. This is a high-visibility, hands-on role perfect for a self-starter who loves to wear many hats and take ownership. The role involves supporting the Managing Director, Sales Director, and Finance Manager, and assisting with global marketing initiatives. The ideal candidate is resourceful, dependable, and eager to grow within a close-knit team backed by a global organization.

Requirements

2+ years of experience as an Administrative Assistant, Executive Assistant, or similar role
Exceptional attention to detail, accuracy, and organizational skills
Strong written and verbal communication skills
Proven ability to multitask, prioritize, and stay calm under pressure
Discretion handling confidential and sensitive information
A friendly, professional, can-do attitude and a willingness to take initiative
High school diploma or equivalent
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) with the ability to independently create reports and presentations
Valid driver's license
Solid basic math skills and comfort with standard office equipment and software
Ability to work independently and exercise sound judgment on when to escalate
Legal authorization to work in the United States is required.

Nice To Haves

Manufacturing or similar industry experience is a plus

Responsibilities

Manage calendars, scheduling, travel, and meeting coordination for senior leadership.
Polish and send correspondence, presentations, and reports.
Coordinate interview scheduling, new hire paperwork, workstation setup, and uniforms.
Plan company-wide engagement activities and events.
Serve as the key point of contact between staff, management, and external vendors.
Keep supplies, equipment, and boardrooms stocked.
Manage event logistics on budget.
Independently manage small to mid-scale projects from start to finish.
Track project progress and collaborate cross-functionally with production, sales, and finance, domestically and internationally.
Submit expense reports for office supplies or equipment purchased.
Submit reimbursements as received.
Route incoming invoices to the finance team.
Support office and travel budgets.
Act as the local marketing/branding advocate.
Manage marketing stock and the LinkedIn account.
Adapt global communications for U.S. audiences.