Executive Assistant

Catalyst Career Group; Milwaukee (WI); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health, dental & vision insurance

HSA & FSA

401(k) with match

Paid vacation

Profit sharing

Life & disability insurance

Tuition reimbursement

Employee Assistance Program (EAP)

Job summary

MetalTek, a leader in high-precision metal components for aerospace, defense and energy, seeks an Executive Assistant to support the CEO and executive team. This role protects executive time, coordinates complex priorities, and ensures commitments are tracked through completion.

The position requires 5+ years of senior admin experience, exceptional communication, discretion, and proficiency with Microsoft 365. Occasional after-hours or travel may be required.

Qualifications

• 5+ years of executive-level admin support experience.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities with discretion.
• Advanced proficiency with Microsoft 365 suite (Outlook, Word, Excel, PowerPoint, Teams).
• Excellent organization, attention to detail and problem-solving.

Responsibilities

• Own and manage complex calendars for the CEO and executives, prioritizing high-value activities.
• Anticipate scheduling conflicts, travel needs and logistics, resolving issues before they arise.
• Coordinate internal and external meetings including board, strategy sessions and high-priority events.
• Prepare agendas, materials, rooms, virtual tech, meals and invites; ensure clear instructions.
• Arrange travel and itineraries for executives and guests; manage related logistics.
• Draft and coordinate executive communications with appropriate tone and confidentiality.
• Manage vendor relationships and office operations supporting the executive team.
• Support recruiting coordination and candidate communications as needed.

Job description

Job Description

MetalTek manufactures critical metal components for the world’s most demanding applications. We partner with leading industries such as aerospace, defense, petrochemical, process equipment, and renewable energy to push the limits of what is possible. Our work affects millions of people, in so many different ways, every day.

Provides high-level, proactive administrative and operational support to the CEO and executive team. This role protects and leverages executive time, anticipates needs, coordinates complex priorities, meetings and travel, and ensures commitments are tracked through completion. The Executive Assistant serves as a trusted liaison with board members, leaders, employees, candidates, vendors and external stakeholders, exercising sound judgment and discretion in a fast-paced environment.

Benefits:

• Health, dental and vision Insurance
• Health Savings Account (HSA) and Flexible Spending Account (FSA)
• 401(k) with Company Match
• Three Weeks Paid Vacation (Accrued)
• Profit Sharing
• Life and Disability Insurance
• Tuition Reimbursement
• Employee Assistance Program (EAP)

Responsibilities:

• Own and strategically manage complex calendars for the CEO and supported executives, prioritizing appointments and protecting time for the highest-value activities.
• Anticipate scheduling conflicts, travel time, missing information, room or technology needs, and other potential issues; resolve concerns before they disrupt the day.
• Strategically plan and coordinate internal and external meetings, including executive, board, shareholder, strategy and other high-priority sessions.
• Prepare agendas, materials, meeting rooms, virtual meeting technology, meals, invites and other logistics; communicate clear instructions to participants.
• Arrange travel, accommodations and itineraries for executives and guests, anticipating changes and avoiding preventable surprises.
• Serve as a trusted point of contact between the CEO, executive team, board members, employees, candidates, customers, outside counsel, professional organizations, and other external stakeholders.
• Draft, edit and coordinate professional correspondence, presentations, reports, spreadsheets and other executive communications with accuracy and appropriate tone.
• Manage select vendor relationships, office supplies, executive conference room readiness, mail and related administrative processes.
• Support executive recruiting coordination and candidate communications, including scheduling and logistical support.
• Coordinate employee touches, care packages, recognition items, charitable requests and company merchandise as assigned.

Requirements:

• Demonstrated 5 yrs+ experience providing high-level administrative support to a CEO, president, senior executive or executive team.
• Proven ability to manage multiple priorities, exercise independent judgment and deliver accurate work under changing deadlines.
• Exceptional written, verbal and interpersonal communication skills, with confidence interacting at all organizational levels.
• Advanced proficiency with Microsoft 365 and related productivity and collaboration tools, including Outlook, Word, Excel, PowerPoint and Teams.
• Strong attention to detail, problem-solving ability, business acumen and commitment to follow-through.
• Ability to maintain strict confidentiality and handle sensitive matters with professionalism and discretion.
• Flexibility to support occasional early, evening or travel-related needs based on executive and business schedules.