Administrative Assistant (Marketing Focus)
Our client is seeking a full-time Executive Assistant to support the executive leadership team at their Madison, WI facility. This high-impact role provides essential administrative support to the General Manager, Director of Sales, and Marketing Manager.
If you thrive in a fast-paced professional environment, have strong communication skills, and can handle confidential information with care, our client would love to speak with you! Ideal candidates are detail-oriented, organized, self-motivated, personable, and capable of managing multiple tasks with excellent time management skills.
Key Responsibilities:
- Provide administrative support, including drafting and editing emails, memos, presentations, and reports on behalf of executives.
- Prepare accurate customer quotes efficiently.
- Initiate work orders, ensuring information is accurate and complete for team hand-off.
- Review and code expenses and labor reports from off-site Installers, submit to accounting, and update records in company software.
- Maintain organized and comprehensive records.
- Take meeting notes and prepare summaries for executives.
- Organize meetings, including scheduling, sending invites, arranging reminders, and coordinating catering when needed.
- Manage incoming calls professionally, directing them appropriately.
- Welcome visitors, identify their needs, and direct them to the correct department.
- Provide cross-departmental support to meet broader business needs.
- Serve as a professional brand ambassador for our client both internally and externally.
- Understand and communicate our client’s products, services, and capabilities.
Qualifications:
- Proven experience in an administrative role supporting executive leadership is highly preferred.
- Proficient in Microsoft Office; ability to quickly learn and use proprietary software.
- High level of discretion, confidentiality, and professionalism at all times.
- Project management experience is a plus.
- Strong oral and written communication skills.
- Highly organized with excellent time management abilities.
- Detail-oriented and able to work effectively under deadlines.
- Critical thinking and troubleshooting skills to handle diverse tasks.
- Strong customer service orientation.
- Ability to work independently and proactively.
- Positive attitude and collaborative spirit, with a commitment to excellence.
- Fluent in English to communicate effectively with internal and external team members.
- Experience in a small business setting is a plus.
- High school diploma or equivalent experience; additional education is a plus.
Schedule:
This salaried position typically works Monday-Friday from 8 am to 5 pm, with flexibility for business needs.
Perks and Benefits:
Competitive salary based on experience and skills, along with an attractive benefits package.
