Executive Assistant

Minitube USA, Inc.; Verona (WI); On-site; USD 65,000 - 90,000; Full time

Job summary

At Minitube USA, Inc. in Verona, WI, the Executive Assistant to the Chief Commercial Officer provides strategic administrative support to maximize the Commercial organization’s effectiveness and acts as a trusted partner to the CCO.

Responsibilities include managing the CCO’s calendar, travel, communications, and project coordination; preparing executive communications, dashboards, and reports; and driving cross‑functional collaboration across Sales, Marketing, Service, and Finance.

Qualifications

• Minimum of five (5) years of experience supporting senior executives or C‑level leadership.
• Experience supporting Sales, Marketing, Service, or Commercial organizations preferred.
• Experience managing projects, executive communications, events, and cross‑functional initiatives strongly preferred.

Responsibilities

• Manage the CCO's calendar, priorities, meetings, travel, and communications to maximize executive effectiveness.
• Represent the CCO professionally in interactions with customers, partners, vendors, distributors, and internal stakeholders.
• Prepare executive dashboards, KPI reports, and presentations to support decision‑making.
• Coordinate cross‑functional collaboration across Sales, Marketing, Service, Software, Purchasing, and Finance.
• Identify opportunities to streamline administrative processes and improve organizational efficiency.

Skills

Strategic thinking

Organizational skills

Communication

Executive presence

Microsoft Office

Teams

Problem-solving

Independent work

Confidentiality

Education

Associate's or Bachelor's degree in Business Administration or related field

Tools

Microsoft Office Suite

Adobe Acrobat

Teams

Job description

Job Description

Job Description

The Executive Assistant to the Chief Commercial Officer (CCO) serves as a highly trusted strategic partner responsible for maximizing the effectiveness of the Commercial organization. This role provides executive-level administrative, operational, and project support while managing critical priorities, driving cross-functional collaboration, and ensuring the successful execution of key business initiatives. Acting as an extension of the CCO, the Executive Assistant exercises sound judgment, anticipates needs, manages complex workflows, and cultivates strong relationships across the organization. Success in this role requires exceptional organizational skills, business acumen, executive presence, discretion, and a proactive approach to problem‑solving.

Key Responsibilities

• Manage the CCO's calendar, priorities, meetings, travel, and communications to maximize executive effectiveness.
• Serve as a trusted advisor and strategic partner, anticipating needs and proactively managing competing priorities.
• Represent the CCO professionally in interactions with customers, partners, vendors, distributors, and internal stakeholders.
• Exercise independent judgment in prioritizing requests, resolving scheduling conflicts, and managing routine matters on behalf of the CCO.
• Provide administrative and coordination support to the Commercial Leadership Team.

Strategic Projects & Business Operations

• Coordinate and track strategic initiatives, ensuring accountability, visibility, and timely completion of deliverables.
• Facilitate collaboration across Sales, Marketing, Service, Software, Purchasing, Finance, and other business functions.
• Support change management, organizational initiatives, and continuous improvement efforts.
• Prepare executive dashboards, KPI reports, business reviews, and presentations to support decision‑making.
• Monitor action items, key milestones, and organizational priorities while ensuring appropriate follow‑up.
• Manage the company fleet of vehicles, including coordinating employee usage and scheduling routine maintenance, repairs, and required service appointments.

Communication & Relationship Management

• Serve as a primary liaison between the CCO and internal teams, customers, global colleagues, and external business partners.
• Facilitate effective communication, information sharing, and alignment throughout the Commercial organization.
• Prepare, review, and distribute professional correspondence, presentations, reports, and executive communications.
• Maintain strict confidentiality regarding sensitive business, personnel, and strategic matters.

Meeting, Event & Travel Management

• Coordinate executive meetings, leadership sessions, and customer visits,
• Assist with trade shows and company events, including agendas, materials, logistics, and follow‑up actions.
• Organize domestic and international travel, including itineraries, accommodations, transportation, documentation, and expense reporting.
• Support travel and event coordination for members of the Commercial organization as needed.

Process Improvement & Technology

• Identify opportunities to streamline administrative processes and improve organizational efficiency.
• Leverage technology, automation, and AI‑enabled tools to increase productivity and effectiveness.
• Support the company's Quality Management System (QMS) and compliance with organizational policies and procedures.
• Recommend best practices that enhance communication, collaboration, and business execution.

Qualifications

Education

• Associate's or Bachelor's degree in Business Administration, Communications, Marketing, or a related field preferred.

Experience

• Minimum of five (5) years of experience supporting senior executives or C‑level leadership.
• Experience supporting Sales, Marketing, Service, or Commercial organizations preferred.
• Experience managing projects, executive communications, events, and cross‑functional initiatives strongly preferred.

Skills & Competencies

• Strategic thinking and strong business acumen.
• Exceptional organizational, project management, and prioritization skills.
• Excellent written, verbal, and interpersonal communication abilities.
• Executive presence with the ability to build credibility and trust across all levels of the organization.
• Advanced proficiency with Microsoft Office Suite, Teams, Adobe Acrobat, and business productivity tools.
• Strong analytical and problem‑solving skills with a focus on results.
• Ability to work independently, exercise sound judgment, and adapt in a fast‑paced environment.
• Demonstrated ability to influence outcomes without direct authority.
• High level of professionalism, confidentiality, discretion, and emotional intelligence.

Success Measures

Within the first 12 months, the successful candidate will:

• Establish trusted working relationships across the Commercial organization.
• Improve executive efficiency through proactive management of priorities, communication, and scheduling.
• Increase accountability and visibility for key strategic initiatives.
• Enhance cross‑functional collaboration and follow‑through on Commercial objectives.
• Successfully coordinate leadership meetings, customer engagements, and organizational events.
• Identify and implement measurable process improvements that increase organizational effectiveness.

Additional Requirements

• Valid driver's license.
• Valid passport or ability to obtain one.
• Ability to travel domestically and internationally as needed

Work Environment & Physical Requirements

• Professional office environment with occasional interaction in manufacturing and warehouse areas.
• Regular use of computers, telephones, and standard office equipment.
• Ability to sit, stand, walk, communicate effectively, and occasionally lift up to 20-30 pounds.
• Ability to travel by automobile and commercial airline as required.

Why This Role Matters

This is more than an Executive Assistant position. It is an opportunity to become a strategic business partner to a key executive, helping drive organizational alignment, operational excellence, and commercial success while influencing outcomes across the company. The ideal candidate thrives on ownership, anticipates opportunities before they arise, and enjoys making leaders and teams more effective.

Company Description

At Minitube, we believe in the power of people. We are an internationally recognized leader in reproductive technologies for animal husbandry, driven by innovation, expertise, and the highest quality standards. Also, we set benchmarks with our products for human fertility treatment. When you join our team, you become part of a company that values every individual—not just as an employee, but as a vital contributor to our global success.

Our culture is built on respect, teamwork, and open communication, ensuring a positive and supportive environment where you can thrive. With flexible working models, excellent work-life balance, and a wide range of employee benefits—including health management programs, professional development, and family-friendly policies—we make sure you have everything you need to succeed both at work and at home.

Join us and shape the future of animal reproduction technology with a company that truly cares about its employees and the world we live in.