Executive Assistant to CEO

$41,600 - $52,000/Yr

Unclassified - Madison, WI

Full-time - Entry Level

Madison, WI

About the position

A professional services firm in the financial industry is looking for an Executive Assistant to provide professional-level support for our Chief Executive Officer. This is a highly responsible administrative and professional role that requires a high degree of accuracy, accountability, attention to detail, and confidentiality. The Executive Assistant will play a crucial role in ensuring that the CEO's priorities are met and that organizational goals are achieved. This position demands a proactive approach to managing tasks and responsibilities, as well as the ability to maintain confidentiality in all communications and dealings. The Executive Assistant will be responsible for planning and orchestrating work to ensure that senior executives' priorities are met. This includes preparing agendas, sending notices, and attending meetings to provide information, record minutes, and support the needs of other attendees. The role also involves conducting advanced clerical research and obtaining pertinent materials and information for meetings and reports. The Executive Assistant will prepare, proofread, edit, and distribute email correspondence, memoranda, charts, and reports, ensuring that all communications are clear and professional. In addition to these responsibilities, the Executive Assistant will process incoming and outgoing communication for the Chief Executive Officer, create and maintain electronic databases, spreadsheets, and logs, and work independently on projects and initiatives assigned by the CEO. This position serves as a communications link between the CEO and both internal and external stakeholders, making it essential for the Executive Assistant to maintain confidentiality of information processed through the CEO's office. The role may also involve coordinating conference and travel plans as needed, and assisting other departments within and outside the organization as appropriate.

Responsibilities

• Plan and orchestrate work to ensure that senior executives' priorities are met, organizational goals are achieved, and best practices are upheld
• Prepares agendas, sends notices, and attends meetings and work sessions for the purpose of providing information, recording minutes, and supporting the needs of other attendees
• Conducts advanced clerical research and obtains pertinent materials and information for meetings and reports
• Prepares, proofreads, edits, and distributes email correspondence, memoranda, charts, and reports
• Processes incoming and outgoing communication for the Chief Executive Officer
• Creates and maintains electronic databases, spreadsheets, and logs
• Works independently on projects and initiatives assigned by the Chief Executive Officer
• Serves as a communications link between the Chief Executive Officer and both internal and external stakeholders
• Maintains confidentiality of information processed through the Chief Executive Officer's office
• Assists other departments within and outside the department as appropriate
• Coordinates conference and travel plans if needed

Requirements

• 4 or more years of experience in an administrative role reporting directly to upper management
• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with office productivity tools and an aptitude for learning new software and systems
• Flexible team player, willing to adapt to changes, and unafraid of challenges

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance