Executive Assistant (On-site Madison, WI)

W2 only, no C2C. Must be authorized to work in the US (both now and in the future). On-site in Madison, WI.

About the Role

This high-impact role provides executive-level administrative support to senior leadership, including the Chairman/CEO, President, Executive Team, Board of Directors, and shareholders. The Executive Assistant serves as a trusted partner, ensuring seamless executive operations through exceptional organization, communication, discretion, and attention to detail while supporting governance activities, executive meetings, corporate records, and strategic initiatives.

Responsibilities

• Provide high-level administrative support to executive leadership, including complex calendar management, travel coordination, meeting scheduling, correspondence, presentations, and expense reporting.
• Coordinate Board of Directors, committee, shareholder, executive, and company-wide meetings, including agendas, meeting materials, minutes, logistics, catering, and follow-up actions.
• Prepare, organize, maintain, and distribute confidential board books, shareholder communications, corporate records, contracts, governance documents, meeting minutes, and resolutions.
• Serve as a key liaison between executives, Board members, shareholders, auditors, customers, vendors, and internal teams.
• Coordinate domestic travel arrangements and visitor logistics for executives, board members, candidates, vendors, and guests.
• Process executive expense reports, corporate credit card reconciliations, board payments, shareholder distributions, and other executive financial transactions.
• Support customer visits by coordinating logistics, certificates of insurance, customer questionnaires, and internal communications.
• Schedule and facilitate leadership meetings, including Microsoft Teams support and presentation coordination.
• Maintain secure document management systems for contracts, corporate records, and governance documentation.
• Prepare and proofread executive correspondence, presentations, company announcements, marketing materials, and employee recognition communications.
• Coordinate executive and company events, community involvement activities, employee engagement initiatives, and culture-focused programs.
• Manage executive office resources, including office supplies, business cards, nameplates, holiday cards, and board materials.
• Perform additional administrative and executive support responsibilities as needed.

Requirements

• Associate's or Bachelor's degree in Business Administration or a related field preferred, or an equivalent combination of education and executive administrative experience.
• Experience supporting senior executives, executive leadership teams, ownership groups, or Boards of Directors.
• Strong organizational skills with expertise in calendar management, meeting coordination, travel planning, and event logistics.
• Excellent written and verbal communication skills with exceptional proofreading abilities.
• Demonstrated ability to manage highly confidential and sensitive information with professionalism and discretion.
• Advanced proficiency with Microsoft Office, Microsoft Teams, calendar management tools, expense reporting systems, travel platforms, and document management systems.
• Ability to prioritize competing responsibilities, anticipate executive needs, solve problems independently, and consistently follow through on details.
• Professional presence, sound judgment, flexibility, and a strong service-oriented mindset.
• Experience with board governance, corporate records, shareholder communications, or meeting minute preparation is preferred.