Executive Assistant

Aston Carter•Town of Watertown, WI

23d•$27 - $38•Onsite

About The Position

We are seeking a proactive and experienced Executive Assistant to provide high-level administrative and operational support to the CEO and executive team. This role is pivotal in managing complex priorities, coordinating meetings and travel, and ensuring commitments are tracked through to completion. You will act as a trusted liaison with board members, leaders, employees, candidates, vendors, and external stakeholders, exercising sound judgment and discretion in a fast-paced environment.

Requirements

Minimum of 5 years experience providing high-level administrative support to a CEO or senior executive team.
Proven ability to manage multiple priorities and exercise independent judgment.
Exceptional written, verbal, and interpersonal communication skills.
Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
Strong attention to detail, problem-solving skills, and business acumen.
Ability to maintain strict confidentiality and handle sensitive matters with professionalism.
Flexibility to support occasional early, evening, or travel-related needs.

Nice To Haves

Experience with administration and executive administrative support.
Proficiency in calendaring and travel coordination.
Familiarity with Concur and other administrative support tools.

Responsibilities

Own and strategically manage complex calendars for the CEO and supported executives, prioritizing appointments and protecting time for high-value activities.
Anticipate scheduling conflicts, travel time, missing information, room or technology needs, and other potential issues; resolve concerns proactively.
Conduct regular planning and maximization meetings with executives to align priorities and follow-up needs.
Identify opportunities to improve executive effectiveness, administrative processes, and team coordination.
Strategically plan and coordinate internal and external meetings, including executive, board, and shareholder sessions.
Prepare agendas, materials, and logistics for meetings; communicate clear instructions to participants.
Arrange travel, accommodations, and itineraries for executives and guests, anticipating changes.
Capture and distribute meeting notes, organize documents, and track action items through completion.
Serve as a trusted point of contact between the CEO, executive team, board members, employees, and external stakeholders.
Draft and coordinate professional correspondence, presentations, and other executive communications.
Facilitate timely information flow and seek input from leaders and departments.
Receive and support visitors, creating a professional and welcoming experience.
Handle confidential business, employee, and executive information with discretion.
Produce and maintain accurate reports, presentations, and related documents.
Organize and maintain files, records, and executive-team documents.
Complete expense reports and manage invoices and credit card expenses.
Manage select vendor relationships and related administrative processes.
Support executive recruiting coordination and candidate communications.
Coordinate employee touches, care packages, recognition items, and company merchandise.
Perform research and special projects, compile information, and recommend solutions.
Pursue ongoing professional development and seek best practices.