Executive Assistant & Office Manager

The Boelter Companies; City of Pewaukee (WI); On-site; USD 70,000 - 110,000; Full time

Job summary

The Boelter Companies is seeking an Executive Assistant & Office Manager to partner with the owners and senior leadership, while leading events that showcase the brand and strengthen our culture. This highly visible role sits at the intersection of executive support, operations, and events.

You will streamline calendars and travel, manage budgets, coordinate onboarding, and oversee vendor partnerships, tradeshow logistics, and signature events such as our charity golf outing and national sales

Qualifications

• Bachelor's degree or equivalent experience.
• 10+ years in executive support or office operations; some event management preferred.
• Juggle priorities with discretion and professionalism.
• Exceptional communication: clear, diplomatic and confident.
• Collaborative mindset with a positive attitude toward new challenges.
• Advanced Microsoft Office; PM or event platforms (Asana, Jira, Cvent, Eventbrite) a plus.
• Strong organizational, critical thinking and problem-solving skills.
• Leadership to guide support staff and cross-functional teams.

Responsibilities

• Drive organization, scheduling, travel, expenses for owners; protect executive focus.
• Support leaders with materials and logistics for board meetings and events.
• Plan and execute group travel for leaders with proactive communication.
• Implement systems to improve efficiency across the organization.
• Manage budgets for administrative and business support functions.
• Oversee vendor relations, negotiating contracts and ensuring service excellence.
• Coordinate onboarding schedules with HR for new associates.
• Lead onsite and offsite meetings; manage tradeshow registrations and travel needs.
• Lead signature events (e.g., charity golf outing and national sales meeting).
• Oversee Boelter swag store and season ticket allocations.

Skills

Executive support

Communication

Prioritization

Discretion

Leadership

Organization

Problem-solving

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office

Asana

Jira

Cvent

Eventbrite

Job description

Belong to the Boelter community that brings people together...

We value the individual where your unique perspective builds a stronger community and fuels our passion for authentic relationships.

About the Role

At Boelter, we believe in creating positive experiences—for our associates, our customers, and our community. As our Executive Assistant & Office Manager, you will serve as a trusted partner to our owners and senior leadership team, while also leading the planning and execution of events that showcase our brand and strengthen our culture. This is a highly visible role at the heart of our business—perfect for someone who thrives at the intersection of executive support, operational excellence, and event management.

What You’ll Do

Executive Partnership & Support

• Drive organization, communication and scheduling for the owners to maximize executive focus on top business priorities. Manage calendars, travel, expenses and high-level communications with precision, discretion, and proactive problem-solving.
• Support senior executives and sales leaders in preparing materials and logistics for board meetings, customer and supplier engagements, internal leadership sessions, and other meetings as needed.
• Plan and execute group travel for leaders with proactive organization and communication.
• Implement and refine administrative systems, tools, and processes to improve efficiency across the organization.
• Manage budgets for administrative and business support functions, ensuring cost-effective resource allocation.
• Oversee relationships with vendors and service providers, negotiating contracts and maintaining service excellence.
• Partner with HR and leadership to coordinate new associate onboarding schedules, delivering positive experiences.

Engagement Management

• Lead the planning and execution of all onsite and offsite meetings in collaboration with team members.
• Own tradeshow registrations and associated hotel and travel needs.
• Lead signature events, including the annual charity golf outing and national sales meeting ensuring alignment with brand and business goals.
• Oversee the Boelter swag store.
• Manage company season ticket allocation and work collaboratively with marketing to optimize engagement and value.

Culture & Community

• Lead the BeOne committee to help shape associate engagement initiatives.
• Act as Boelter’s primary contact for local charities, leading annual giving programs and fostering strong community partnerships.
• Promote company culture by coordinating programs and activities that reinforce Boelter’s values and mission.

What We’re Looking For

• Bachelor’s degree or equivalent experience.
• 10+ years of experience in executive support or office operations. Some experience with event management preferred.
• Proven ability to juggle competing priorities, anticipate needs, and deliver with professionalism and discretion.
• Exceptional communication skills—clear, diplomatic, and confident in all interactions.
• Thrives in a collaborative environment and embraces opportunities to jump in wherever needed, approaching new challenges and changing priorities with a positive attitude
• Advanced Microsoft Office skills; experience with project management or event platforms (e.g., Asana, Jira, Cvent, Eventbrite) a plus.
• Strong organizational, critical thinking, and problem-solving skills with a proactive mindset.
• Leadership ability to guide support staff and cross-functional teams.

Why Join Boelter

At Boelter, you’ll join a team that values collaboration, innovation, and community impact. This role offers the opportunity to work directly with senior leadership, shape memorable events, and influence how we show up for our associates, customers, and community. If you thrive in a fast-paced environment where no two days are the same, and you’re passionate about both precision and people, this is the role for you.