Executive Administrative Specialist — Hybrid Travel Support

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

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.