Executive Administrative Assistant - IGEN

U.S. Venture-posted 3 months ago

Full-time • Entry Level

Appleton, WI

Merchant Wholesalers, Nondurable Goods

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We are seeking a highly organized, proactive, and business-savvy Executive Administrative Assistant to support the IGEN Division President and broader leadership team of our fast-paced, innovation-driven SaaS division. This role goes beyond traditional administrative tasks, requiring a collaborative spirit, strong problem-solving abilities, and excellent judgment and discretion. As a trusted partner, you will ensure operational efficiency, seamless communication, and strategic alignment across key initiatives. You must be confident engaging at all levels of the organization—internally and externally—and skilled at delivering high-quality results in a timely manner. Exceptional organizational skills, effective communication, and the ability to thrive in a dynamic environment are essential to success in this role. This position is located in Appleton, WI.

Provide strategic administrative support to the Division President, ensuring effective use of time and productive interactions.
Manage complex calendars, travel arrangements, meeting logistics, and follow-up tasks.
Prepare executive-level presentations, reports, and briefing materials.
Conduct research and synthesize information into actionable summaries and insights.
Serve as a liaison for internal and external communications, maintaining professionalism and tact.
Support the broader leadership team by facilitating meetings, developing agendas, and tracking action items.
Promote cross-functional collaboration and follow-through on strategic initiatives.
Actively support organizational changes, development efforts, and internal projects.
Serve as a key point of contact for internal departments and team members.
Drive continuous improvement in administrative processes, tools, and workflows.
Independently initiate and manage projects, information flow, and team coordination.
Compose and manage confidential documents, correspondence, and presentations.
Transcribe, format, and transmit text, data, and graphics with accuracy and efficiency.
Manage travel logistics and complete expense reports in a timely manner.
Support onboarding and engagement activities for new leaders and staff.
Partner with the Division President on special projects, business planning, and strategic initiatives.
Analyze data and prepare insights to support executive decision-making.
Build and maintain positive, strategic relationships across all levels of the organization.
Identify opportunities to enhance team performance and business outcomes.
Use sound judgment and organizational knowledge to anticipate needs and enable decision-making.
Handle proprietary and sensitive information with discretion and professionalism.
Demonstrate strong judgment in managing priorities and resolving issues independently.
May direct or coordinate support staff and resources as needed.
Represent the executive office with integrity, confidentiality, and a high level of discretion.
Find A Better Way by championing continuous improvement and quality control efforts to identify opportunities to innovate and improve efficiency, accuracy, and standardization.
Continuously learn and develop self professionally.
Support corporate efforts for safety, government compliance, and all other company policies & procedures.
Perform other related duties as required and assigned.

Bachelor's degree (Preferred)
2+ years of experience providing administrative support, ideally to leadership or executive-level professionals.
Strong written and verbal communication skills; able to draft clear messages and documents.
Solid organizational and time management skills; dependable in following through on tasks and meeting deadlines.
Comfortable managing multiple tasks and shifting priorities in a fast-paced environment.
Detail-oriented with strong interpersonal skills and a professional demeanor.
Proactive and resourceful; able to take initiative and solve routine problems independently.
Customer-focused and service-oriented, with the ability to work well independently and as part of a team.
Maintains confidentiality and exercises sound judgment when handling sensitive information.
Proficient in Microsoft Office Suite, especially Outlook, Word, Excel, and PowerPoint.
Familiar with using office equipment and basic technologies to support daily operations.
General understanding of administrative practices including scheduling, travel coordination, event planning, and business communication.
Polished communication skills and professional demeanor.
Independent thinking and sound judgement.

Equal opportunity employer committed to inclusion and diversity.

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