Executive Assistant

Jobtailor; Milwaukee (WI); On-site; USD 90,000 - 120,000; Full time

Job summary

Jobtailor in Milwaukee seeks an experienced Executive Assistant to Finance leadership to triage requests, manage calendars, and prepare materials for executive decision-makers.

The role emphasizes confidentiality, cross-functional coordination, and support for investor relations and board communications, with a focus on efficiency and strategic alignment.

Qualifications

• High school diploma or equivalent; Associates or Bachelor's degree preferred.
• 7–10+ years supporting senior executives, preferably in Finance or related functions.
• Experience supporting executives at a publicly traded company and with board/investor relations materials.
• Advanced proficiency in Microsoft Office (PowerPoint, Excel, Word).
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Discretion with confidential information.
• Interest in leveraging technology (e.g., collaboration tools, AI-enabled tools) to improve efficiency.

Responsibilities

• Gatekeep executive requests and align with strategic priorities.
• Manage executive calendars, meetings, agendas, and follow-ups.
• Track deadlines, risks, and action items to maintain momentum.
• Prepare executive presentations and briefing documents.
• Coordinate travel and expense reporting for executives.
• Support investor relations materials and board communications.
• Liaise with finance leadership and cross-functional teams.
• Maintain confidentiality and professional communications.

Skills

Calendar management

Executive support

PowerPoint

MS Office

Investor relations support

Confidentiality

Travel coordination

Stakeholder management

Communication

Education

Associates or Bachelor's degree preferred

Tools

Microsoft Office Suite

AI-enabled tools

Job description

Responsibilities

• Serve as a strategic gatekeep for the executive, triaging requests, prioritizing issues, and ensuring alignment with business priorities and strategic initiatives
• Manage complex executive calendars, coordinating meetings, agendas, and follow-ups to support effective decision-making and execution
• Maintain a forward-looking view of deadlines and risks, anticipating needs and proactively resolving scheduling, prioritization, and workflow challenges
• Support activities related to investor relations, earnings preparation, and Board materials
• Assist in coordinating logistics and preparation for key internal and external financial events, leadership meetings, and financial communications
• Partner with Finance leadership to ensure alignment across initiatives, deadlines, and deliverables, ensuring accuracy and timely completion
• Coordinate cross-functional activities on behalf of Finance leadership ensuring alignment and clarity of responsibilities
• Track key deliverables, timelines, and action items to support execution of business priorities, escalating risks to maintain momentum
• Prepare and format presentations, reports, and executive-level materials (PowerPoint, spreadsheets, briefing documents) to ensure clarity, accuracy and consistent executive standard
• Draft and edit correspondence and communications with a high degree of professionalism, ensuring messages are concise, well-structured, and aligned with leadership expectations
• Maintain consistency and quality across materials presented to senior leadership and external stakeholders, ensuring version control, accuracy, and readiness for executive review
• Serve as a liaison between executives and internal/external stakeholders, ensuring clear communication and timely follow-through
• Manage confidential and sensitive information with discretion, sound judgment, and a high degree of professionalism
• Build strong, trust-based working relationships across the business to support alignment and effective collaboration
• Coordinate domestic and international travel, including complex itineraries, ensuring seamless integration with executive schedules and priorities
• Manage expense reporting, documentation, and administrative processes with accuracy and timeliness
• Contribute to continuous improvement of executive office standards, tools, and practices to enhance efficiency

Requirements

• High school diploma or equivalent required; Associates or Bachelors degree preferred
• 7–10+ years of experience supporting senior executives, preferably within Finance or related functions
• Experience supporting executives at a publicly traded Company and working with board and investor relations materials
• Advanced proficiency in Microsoft Office (PowerPoint, Excel, Word)
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Exceptional attention to detail and ability to handle confidential information
• Interest in leveraging technology (e.g., collaboration tools, AI-enabled tools) to improve efficiency

Core Competencies

Demonstrates expertise in managing executive calendars, coordinating complex meetings, and preparing high-quality presentations and reports. Proven ability to support investor relations and financial communications while maintaining confidentiality and professionalism.