Executive Assistant

Musco Sports Lighting - Oskaloosa, IA

Full-time - Entry Level

Oskaloosa, IA

Miscellaneous Manufacturing

About the position

At Musco, the industry-leader in sports lighting, our motto is, “We Make It Happen®.” There is a can-do, innovative spirit here. We are problem solvers, always up for the next challenge. While our headquarters are in Oskaloosa, Iowa, we are a global company, providing lighting solutions at stadiums, arenas, and venues in more than 125 countries. Musco Lighting is seeking an organized and proactive Executive Assistant to provide administrative assistance and project coordination to the Executive Vice President/Chief Operating Officer, and to support other members of the Executive Team as needed. This unique opportunity will work with Team Members at all levels of the organization. The ideal candidate will demonstrate exceptional organizational and time management skills with strong learning agility and attention to detail. Flexibility is important in our ever-changing and fast-paced environment. Excellent interpersonal and communication skills will be expected. This role requires strong project management capabilities alongside traditional executive assistant duties. As an Executive Assistant, you will be responsible for collaborating with cross-functional teams to achieve project goals and deliverables. You will assist in creating and maintaining a project log for the HR Team, including collecting, tracking, and communicating updates for each project as needed. Facilitating effective communication within the team and across departments will be a key part of your role. You will conduct research, gather data, and analyze findings to support project objectives, manage the day-to-day operational and tactical aspects of allocated projects, and follow up on pending tasks and decisions needed from executives to ensure timely resolution and project progression. In addition to project management, you will act as the primary point of contact between executives and internal/external stakeholders. Your responsibilities will include preparing correspondence, reports, and presentations on behalf of executives, maintaining comprehensive and accurate records, organizing meetings, managing professional and personal scheduling for one or more Executives, and providing administrative and office support. You will also be responsible for maintaining professionalism and strict confidentiality with all materials, organizing team communications, and planning events, both internal and off-site.

Responsibilities

• Collaborate with cross-functional teams to achieve project goals and deliverables.
• Assist in creating and maintaining a project log for the HR Team, including collecting, tracking, and communicating updates for each project as needed.
• Facilitate effective communication within the team and across departments.
• Conduct research, gather data, and analyze findings to support project objectives.
• Manage the day-to-day operational and tactical aspects of allocated projects.
• Follow up on pending tasks and decisions needed from executives to ensure timely resolution and project progression.
• Act as the primary point of contact between executives and internal/external stakeholders.
• Prepare correspondence, reports, and presentations on behalf of executives.
• Maintain comprehensive and accurate records.
• Organize meetings, including scheduling, sending reminders, and organizing catering when necessary.
• Manage professional and personal scheduling for one or more Executives, including agendas, mail, email, phone calls, client management, travel arrangements, and other company logistics.
• Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database.
• Maintain professionalism and strict confidentiality with all materials.
• Organize team communications and plan events, both internal and off-site.

Requirements

• Associate's degree or higher, or equivalent professional experience in a relevant field required.
• A minimum of three years' administrative experience required; prior experience supporting c-suite executives preferred.
• Exceptional organizational skills, time management, and attention to detail.
• Strong communication skills (both written and verbal), discretion, and confidentiality are crucial.
• Ability to organize a daily workload by priorities.
• Ability to consistently meet deadlines in a fast-paced, quickly changing environment.
• Proven ability to partner and collaborate across multiple teams and stakeholders, particularly with other administrative staff to ensure seamless support across the organization.
• In-depth knowledge of the Microsoft Office Suite, including Outlook, Teams, Calendar, and PowerPoint.

Benefits

• Health insurance - comprehensive plans with low out-of-pocket costs
• Generous paid time off benefits
• Profit sharing - calculated based on profitability
• 4% 401K match - immediately vested
• 100% paid Team Member premiums for life insurance and short-term disability insurance