Administrative Specialist

U.S. AutoForce; Appleton (WI); Hybrid; USD 55,000 - 85,000; Full time

Job summary

U.S. AutoForce is seeking an Administrative Specialist to provide high‑level administrative and operational support to the President’s leadership team in Appleton.

You will manage calendars, coordinate meetings and complex travel, and develop PowerPoint templates to align executive communications with business priorities. The role requires proactivity, strong communication, and the ability to support multiple senior leaders across a dispersed organization.

Qualifications

• 3+ years supporting senior executives, preferably in distribution, logistics, manufacturing, or a fast-moving B2B environment.
• Advanced proficiency with Microsoft Office (Outlook, Excel, PowerPoint); experience with travel booking tools and expense systems (Concur, Chrome River, or similar).
• Bachelor’s degree preferred or an equivalent combination of education and experience.

Responsibilities

• Calendar management — Maintain and optimize executive calendars; prioritize requests, resolve conflicts, and ensure leaders have appropriate prep time and buffers.
• Meeting coordination — Schedule and coordinate internal and external meetings, prepare agendas, distribute materials, and follow up on action items.
• Travel coordination — Book and manage complex travel itineraries (air, ground, lodging), secure approvals, and ensure compliance with company travel policy.
• Expense processing — Prepare, review, and submit travel and expense reports; reconcile corporate card charges and ensure timely reimbursement.
• Workshop planning and execution — Design logistics for workshops and offsites (venue selection, AV, catering, materials, attendee communications), manage budgets, and run on-site or virtual facilitation support.
• Presentation and template support — Build and maintain executive PowerPoint templates; create polished slides and one-pagers that reflect brand and executive messaging when requested.
• Cross-functional liaison — Act as a single point of contact between executives and internal teams (sales, operations, HR, finance) and external partners to expedite decisions and information flow.
• Confidentiality and judgment — Handle sensitive information with discretion and exercise sound judgment on behalf of senior leaders.
• Process improvement — Identify and implement administrative efficiencies, standardize templates and workflows, and recommend tools or practices to improve executive productivity.
• Ad hoc — Performs special projects/assignments as directed

Skills

Executive support

Calendaring

Travel coordination

Microsoft Office

Communication

Education

Bachelor's degree

Tools

Concur

Chrome River

PowerPoint

Job description

Position Summary

The Administrative Specialist will provide high‑level administrative and operational support to the President’s direct leadership team within U.S. AutoForce. This role manages calendars, coordinates meetings and domestic/international travel, processes travel expenses, plans and executes workshops, and develops PowerPoint templates and occasional presentations to align executive communications with business priorities. The ideal candidate is proactive, outgoing, an effective communicator, detail‑oriented, comfortable with fast‑paced change, and experienced supporting multiple senior leaders across a geographically dispersed organization.

This role will be on‑site in Appleton Monday - Thursday and hybrid/remote on Fridays as business needs allow.

Job Responsibilities

Essential Job Responsibilities

• Calendar management — Maintain and optimize executive calendars; prioritize requests, resolve conflicts, and ensure leaders have appropriate prep time and buffers.
• Meeting coordination — Schedule and coordinate internal and external meetings, prepare agendas, distribute materials, and follow up on action items.
• Travel coordination — Book and manage complex travel itineraries (air, ground, lodging), secure approvals, and ensure compliance with company travel policy.
• Expense processing — Prepare, review, and submit travel and expense reports; reconcile corporate card charges and ensure timely reimbursement.
• Workshop planning and execution — Design logistics for workshops and offsites (venue selection, AV, catering, materials, attendee communications), manage budgets, and run on‑site or virtual facilitation support.
• Presentation and template support — Build and maintain executive PowerPoint templates; create polished slides and one‑pagers that reflect brand and executive messaging when requested.
• Cross‑functional liaison — Act as a single point of contact between executives and internal teams (sales, operations, HR, finance) and external partners to expedite decisions and information flow.
• Confidentiality and judgment — Handle sensitive information with discretion and exercise sound judgment on behalf of senior leaders.
• Process improvement — Identify and implement administrative efficiencies, standardize templates and workflows, and recommend tools or practices to improve executive productivity.
• Ad hoc — Performs special projects/assignments as directed

Additional Job Responsibilities

• Live our values of High Performance, Caring Relationships, Strategic Foresight, and Entrepreneurial Spirit
• Find A Better Way by championing continuous improvement and quality control efforts to identify opportunities to innovate and improve efficiency, accuracy, and standardization
• Continuously learn and develop self professionally
• Support corporate efforts for safety, government compliance, and all other company policies & procedures
• Perform other related duties as required and assigned

Qualifications

• Experience — 3+ years supporting senior executives, preferably in distribution, logistics, manufacturing, or a fast‑moving B2B environment.
• Technical skills — Advanced proficiency with Microsoft Office (Outlook, Excel, PowerPoint); experience with travel booking tools and expense systems (Concur, Chrome River, or similar).
• Education — Preferred Bachelor’s degree; equivalent combination of education and experience accepted.
• Communication — Excellent written and verbal communication; ability to draft clear emails, agendas, and executive summaries.
• Organization — Strong time management, multi‑tasking, and prioritization skills under tight deadlines.
• Travel — Willingness to travel occasionally to support workshops and executive events

DIVISION

U.S. AutoForce

U.S. Venture will not offer sponsorship for employment status (including, but not limited to, H-1B, TN, E-3, F1, CPT, OPT, STEM OPT, visa status and other employment‑based nonimmigrant visas) for this position. Accordingly, all applicants must be currently authorized to work in the United States on a full‑time basis and must not require U.S. Venture’s sponsorship to continue to work legally in the United States. In general, U.S. Venture does not sponsor candidates for nonimmigrant visas or permanent residency except when there is a specific business need.

U.S. Venture will not accept unsolicited resumes from recruiters or employment agencies. In the absence of an executed recruitment Master Service Agreement, there will be no obligation to any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without an agreement, U.S. Venture shall reserve the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, shall be deemed the property of U.S. Venture.

U.S. Venture, Inc. is an equal opportunity employer that is committed to inclusion and diversity. We ensure equal opportunity for all applicants without regard to race, color, religion, sex, sexual orientation, gender, gender identity or expression, marital status, age, national origin, disability, veteran status, genetic information, or other protected characteristic.

If you need assistance or an accommodation due to a disability, you may call Human Resources at [phone].

40-40-805-8417