Executive Assistant

TEKsystems•Oregon, WI

3d•Onsite

About The Position

The Executive Assistant provides high‑level administrative, operational, and personal support to high-level executives. This role coordinates complex scheduling, manages correspondence, plans events and travel, maintains financial and legal records, and serves as a key liaison across internal departments, external partners, charitable organizations, and family offices.

Requirements

10-15+ years of high-level executive assistant experience.
Strong organizational skills and exceptional attention to detail.
Ability to manage sensitive information with discretion.
Experience with event planning, travel logistics, and financial tracking (Quicken).
Excellent communication skills and professional writing ability.
Proficiency in Microsoft Office, SharePoint, and standard business applications.

Nice To Haves

Notary certification preferred.
Accounting or legal executive assistance experience preferred.

Responsibilities

Manage executive calendars, schedule meetings, coordinate quarterly board meetings, and handle all incoming mail and calls.
Prepare, proofread, edit, and distribute executive and company-wide announcements.
Order meals for executive meetings and maintain office hospitality supplies.
Notarize documents as needed.
Respond to product donation inquiries; prepare decline letters and route eligible requests.
Coordinate and schedule Foundation board meetings.
Maintain the Foundation checkbook and process charitable payments.
Coordinate participation in charity events, concerts, and golf tournaments.
Plan and execute offsite events including VIP golf outings, advisory council meetings, and dealer visits.
Create invitations, coordinate RSVPs, book travel, lodging, venues, and transportation.
Assist with event logistics including nametags, catering, and large-group reservations
Support Regional Sales Managers with documentation, international training letters, shipping materials, and distributor contracts.
Maintain the company’s distributor directory and portals.
Assist with VIP visits, holiday mailings, and trade show accommodations.
Order office supplies and coordinate equipment repairs.
Maintain kitchenette and common‑area supplies.
Manage customer product complaint routing.
Coordinate family travel, including detailed itineraries, reservations, and logistics.
Process and record personal bills in Quicken; manage check orders and financial tracking.
Maintain vehicles, registrations, I‑Pass transponponders, and personal documents such as passports and licenses.
Order flowers, purchase or exchange gifts, and assist with holiday mailings.
Support tax preparation by organizing receipts, financial statements, and communicating with advisors.
Coordinate with household caretakers for properties and renovation documentation.
Maintain secure logs of passwords and monitor executive email for actionable items.
Enter real estate transfers into state systems.
Prepare, convert, and distribute legal documents; handle notarization, scanning, and overnight mailing.
Support patent/trademark meeting scheduling.
Handle courthouse or city recordings when needed.
Track loan payments, utility bills, taxes, and compile expense reports.

Benefits

Medical Insurance (Quartz Health) – Three plan options (HMO and POS) offering in‑network and out‑of‑network flexibility, telehealth access, behavioral health coverage, and prescription benefits
Health Reimbursement Account (HRA) – Company‑funded account that helps offset deductible expenses when enrolled in a Quartz medical plan
Dental Insurance (Delta Dental) – $0 premium coverage with preventive care at no cost, 100% coverage for basic and major services, and orthodontia coverage
Vision Insurance (EyeMed) – Low‑cost materials‑only plan with annual allowances for frames, lenses, or contacts
Onsite UW Health Employee Clinic – No‑cost office visits for employees and dependents enrolled in Quartz medical plans
Employee Assistance Program (LifeMatters) – Free, confidential support for mental health, financial planning, legal assistance, child/elder care, and wellness resources
Annual Wellness Initiative – Premium discounts for completing wellness activities
401(k) Retirement Plan (Empower) Automatic enrollment at 5% (escalates annually) Company match: 20% of the first 5% contributed (up to 1% of pay), immediately vested
Profit Sharing – Annual company contribution tied to company performance
Flexible Spending Accounts (FSA) – Medical and Dependent Care options with tax‑advantaged savings
Basic Life & AD&D Insurance – Company‑paid coverage equal to 2x annual salary (up to $500,000)
Optional Life Insurance – Voluntary coverage for employees, spouses, and dependents
Short‑Term Disability / Salary Continuation – Up to 100% of salary for up to 26 weeks
Long‑Term Disability – 60% of salary (up to $10,000/month) after 180 days
Voluntary Coverage Options – Critical Illness, Accident, and Hospital Insurance
Paid Time Off (PTO) – Combines vacation and sick/personal time; increases with tenure
Paid Holidays – Includes major U.S. holidays plus additional company‑observed days
Parental Leave Birthing parents: Up to 12 weeks paid Non‑birthing parents: Up to 4 weeks paid
Bereavement Leave & Jury Duty Pay
Onsite Fitness Center – Complimentary access for employees and spouses
Tuition Reimbursement – Up to $5,250 annually after 90 days of employment
Career Development & Learning Programs
Employee Product Discounts – Reduced pricing on Sub‑Zero, Wolf, and Cove products
Vision & Safety Shoe Reimbursement – Up to $50 annually (rollable up to 3 years)
Scholarship Program – Annual scholarships for employees’ dependents
Employee Events & Discount Programs