Executive Assistant Business

The Boerke Company - Milwaukee, WI

Full-time - Mid Level

Milwaukee, WI

Professional, Scientific, and Technical Services

About the position

The Executive Assistant will provide comprehensive administrative support to three Executive-level leaders, ensuring that their schedules are managed efficiently and that all necessary documentation and logistics are in place for meetings and travel. This role requires a high level of organization and the ability to handle confidential information with discretion. The ideal candidate will have 3-5 years of experience in a similar role, demonstrating exceptional organizational skills and proficiency with the Microsoft Suite of products. Key responsibilities include managing the calendars of three executives, coordinating meetings, and resolving scheduling conflicts to optimize the executives' time. The Executive Assistant will also be responsible for preparing materials for meetings, including agendas and presentations, and arranging logistics such as location and catering. In addition, the role involves booking travel arrangements, creating detailed itineraries, and overseeing onboarding processes for new resources. The Executive Assistant will also support budget and contract management by tracking expenses and processing reports related to executive activities. Event planning is another critical aspect of this position, requiring the organization and execution of company events and conferences. The ability to handle sensitive information with discretion and maintain trustworthiness is essential, as is the capacity to adapt to changing priorities and resolve issues proactively as they arise.

Responsibilities

• Coordinate and manage 3 executive calendars, including meetings, appointments, and travel arrangements.
• Resolve scheduling conflicts and prioritize appointments to ensure optimal use of the executive's time.
• Organize and prepare materials for meetings, including agendas, presentations, and reports.
• Arrange meeting logistics such as location, equipment, and catering.
• Take detailed minutes during meetings, track action items, and follow up on decisions.
• Plan and book travel arrangements, including flights, accommodations, and transportation.
• Create detailed travel itineraries and ensure all logistics are in place for smooth travel.
• Oversee onboarding of new resources, ordering of equipment, and other administrative functions.
• Process expense reports and manage budgets related to executive activities.
• Help with budget tracking, accruals, statement of work processing and document organization/storage in Contract Management tool.
• Plan and coordinate company events, conferences, and other special events.
• Manage event logistics, including invitations, agendas, and follow-up.
• Handle confidential and sensitive information with the highest level of discretion.
• Address and resolve issues as they arise, demonstrating proactive problem-solving skills.
• Adapt to changing priorities and handle unexpected challenges effectively.

Requirements

• 3-5 years of experience as an Executive Assistant or in a similar role.
• Exceptional organizational skills and attention to detail.
• High proficiency with the Microsoft Suite of products.
• Ability to handle highly confidential information with discretion.
• Strong problem-solving skills and adaptability to changing priorities.