EXECUTIVE ASSISTANT

SPAULDING CLINICAL RESEARCH LLC•West Bend, WI

102d•Onsite

About The Position

We are seeking a highly capable and proactive Executive Assistant (EA) to support the CEO and serve as a key operational leader across multiple business functions. This is not a traditional assistant role — it is a central, strategic position suited to someone who can manage up, lead down, and work cross-functionally across the business. They should possess a strong hospitality-oriented spirit and enjoy dealing with all individuals, whether outside vendors, internal employees, or any other business professionals.

Requirements

3+ years in a high-level administrative or executive support role
Experience managing staff or leading office operations
Excellent written and verbal communication skills
Highly organized, detail-oriented, and proactive in anticipating needs
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Exude a positive, upbeat attitude and demeanor at all times.

Nice To Haves

Experience in healthcare, life sciences, or professional services
Exposure to investor relations, legal documents, or finance
Bachelor's degree or equivalent experience
Emotionally intelligent and discreet; handles sensitive information with utmost confidentiality
Natural leader who takes ownership and initiative
Strong hospitality mindset and presence
Comfortable in a fast-paced, high-accountability environment

Responsibilities

Review, prioritize, and manage the CEO’s inbox, calendar, and to-do list with a focus on alignment to company goals.
Act as a thought partner to help the CEO stay organized, focused, and prepared.
Schedule and coordinate internal and external meetings, travel, and events.
Draft, edit, and manage professional communications and presentations on behalf of the CEO.
Track and follow up on open items, decisions, and action items from leadership meetings.
Support additional executives as needed, as well as Founder Randy Spaulding.
Directly manage the reception function, including hiring, training, and coaching front desk staff.
Oversee the appearance, functionality, and professional image of the lobby and reception area.
Ensure a warm, polished experience for all visitors — from volunteers to investors to clients.
Maintain and manage up-to-date investor records, including unit ownership, contact information, and communication logs.
Coordinate K-1 mailings, investor notices, and the collection of updated/document signatures.
Serve as a confidential and trusted point of contact for investor communications.
Partner with the sales team to coordinate client site visits, including logistics, agendas, and hospitality.
Ensure seamless visitor experience, including appropriate internal coordination and facility readiness.