Executive Assistant

Responsibilities

• Professionally answer the main telephone line, screen, and direct calls.
• Monitor main line voice messages.
• Ensure customers, clients, candidates, and other visitors experience a professional, welcoming, and friendly reception, both in person and on the phone; advise appropriate staff members.
• Receive and distribute deliveries, incoming mail, and handle posting and delivering of outgoing mail daily.
• Manage office and kitchen supplies by checking stock, anticipating needed supplies, placing and expediting orders, and handling special orders.
• Process office badges for new employees together with IT and issue badges to visitors.
• Keep the internal employee list updated, including staff telephone numbers.
• Monitor and maintain office equipment such as copiers and scanners.
• Assist in GEA events, including managing RSVP lists, attending events, providing registration support, and assisting with logistics (rental location, lists, catering, parking, reservations, etc.).
• Organize weekly office caterings.
• Book travel arrangements as needed.
• Engage with catering providers.
• Develop and maintain a filing system.
• Support in procuring equipment and other materials for new staff members.
• Act as a point of contact for internal and external clients.
• Handle expense reports as needed.
• Coordinate and respond to facility inquiries and liaison with vendors.
• Manage conference rooms during large events held at the office.
• Manage all posts, couriers, security lists, and building access requests.
• Support I9 verification.
• Perform other duties as assigned.

Qualifications

• Excellent organizational skills, attention to detail, time management, and ability to manage multiple tasks, define priorities, and solve problems.
• Ability to take initiative, work both independently and as a team member.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office; SAP is a plus.
• Proven customer service skills and ability to interact professionally with internal and external stakeholders, including executives.
• Experience in planning and handling special requests.
• Discretion in managing sensitive information.
• Ability to work with multiple business groups (building management, equipment providers, security, etc.).
• Assist with procurement and contract management for third-party services (cleaning company, confidential waste, office supplies).
• Enjoyment of receptionist work.
• Notary Public for the State of Wisconsin is a plus.

Benefits

• 11 Paid Holidays
• Paid Time Off (PTO)
• Medical Plans
• Dental Insurance
• Vision Insurance