Executive Assistant

KHS USA INC•Waukesha, WI

About The Position

The Executive Assistant (EA) is responsible for managing administrative support for the Board of Directors (Chief Financial Officer, Chief Sales Officer and Chief Operations Officer) and other executives as required. Acting as an extension of the executive team, the EA manages a wide range of complex administrative functions, handles confidential matters, streamlines workflows, and acts as a key point of contact for internal teams and external stakeholders.

Requirements

High School Diploma required.
Minimum of 3+ years of progressive administrative support experience, preferably supporting C-level executives within a manufacturing environment.
Mastery of MS Office including Outlook, Teams, Word, Excel and PowerPoint.
Ability to thrive in a fast-paced environment; remains accessible and responsive via email, text, or phone outside normal business hours when urgent executive needs arise.
Proven track record of prioritizing tasks, resolving scheduling conflicts, and meeting strict deadlines under minimal supervision.

Nice To Haves

An Associate Degree in Business Management or a related field is preferred
Prior legal assistant or paralegal experience is highly preferred.

Responsibilities

Deliver clear, polished executive-level communication across all channels; serve as a primary liaison between C-level leadership, board members, employees, and external partners.
Manage sensitive information and strategic decisions impacting global operations with absolute confidentiality, sound judgment, and professionalism.
Draft, research, and prepare reports, board materials, presentations/decks (PowerPoint), agendas, and executive correspondence for internal and external announcements.
Conserve executives' time by conducting research and analyzing information in advance; assist with special projects, including occasional personal or family administrative needs as required.
Maintain, align, and optimize complex, fast-changing daily schedules and priorities for multiple executives, primarily focusing on the CFO and COO.
Plan, coordinate, and execute both on-site and off-site meetings, ensuring seamless agenda preparation, venue setup, and logistical execution.
Attend and coordinate internal and external meetings as needed, taking accurate notes, managing action items, and following up on key deliverables.
Arrange comprehensive travel itineraries and accommodations for executives; prepare and submit accurate expense reports in a timely manner.
Welcome executive guests and visitors upon arrival at KHS, maintaining a professional and warm environment; manage guest setup and direct inquiries appropriately.
Handle scheduling, coordination, and persistent follow-up with external vendors, contractors, and service providers.
Oversee daily administrative office duties, including incoming/outgoing mail distribution, screening telephone calls, and routing non-routine inquiries to the appropriate staff.
Maintain and refine internal administrative processes to expedite workflows and support organizational goals companywide.