Executive Assistant Office Manager

WISCONSIN ASPHALT PAVEMENT ASSOCIATION; Madison (WI); Hybrid; USD 25,000 - 39,000; Part time

Job summary

Wisconsin Asphalt Pavement Association in Madison, WI, is seeking a part-time Executive Assistant Office Manager to join our hybrid work environment. The role covers calendar management, travel coordination, event planning, and front-line service for members and partners.

You will support executives, manage correspondence, and help maintain records and reports while aiding basic accounting tasks as needed. Strong communication and organizational skills are essential.

Qualifications

• Strong communication and customer service skills to interact with members and partners.
• Experience in administrative assistance and office workflow management.
• Proficiency with standard office software and comfort learning new systems and databases.
• Excellent organizational skills and ability to handle multiple priorities in a part-time, hybrid role.
• Experience supporting executives or committees is a plus.
• Familiarity with construction, infrastructure, or trade associations is helpful but not required.
• High school diploma or equivalent required; additional education or certifications in administration are beneficial.

Responsibilities

• Manage day-to-day office operations and front-line customer service.
• Schedule meetings, maintain calendars, coordinate travel, and organize events.
• Handle correspondence and prepare documents and reports for the team.
• Manage member inquiries and support executive leadership with administrative tasks.
• Oversee office equipment, supplies, files, and records; support board materials and meeting logistics.
• Contribute to streamlined office procedures and assist with basic accounting or invoicing tasks as needed.

Skills

Communication

Customer Service

Administrative Assistance

Office Administration

Organizational Skills

Multitasking

Team Collaboration

Record Keeping

Education

High school diploma or equivalent

Tools

Microsoft Office

Databases

Job description

Company Description WISCONSIN ASPHALT PAVEMENT ASSOCIATION is a construction-focused organization based in Madison, WI, serving clients and members across the state. Operating from its office on American Parkway, the association supports the asphalt pavement industry through advocacy, education, and collaboration. Team members work closely with contractors, suppliers, and public agencies to promote quality standards and best practices. The work environment combines professional office operations with industry-focused initiatives, offering opportunities to contribute to infrastructure and transportation projects.

Role Description The Executive Assistant Office Manager is a part-time, hybrid role based in Madison, WI, with a mix of in-office work and some work-from-home flexibility. This role manages day-to-day office operations, including scheduling meetings, maintaining calendars, coordinating travel, and organizing association events. Responsibilities include handling correspondence, preparing documents and reports, managing member inquiries, and providing front-line customer service to internal and external stakeholders. The position oversees office equipment and supplies, maintains files and records, and supports the executive leadership with administrative tasks, board materials, and meeting logistics. The Executive Assistant Office Manager also helps streamline office procedures, supports basic accounting or invoicing tasks as needed, and contributes to a professional, organized, and service-oriented environment.

Qualifications

• Candidates should possess strong Communication and Customer Service skills to interact effectively with members, partners, and colleagues.
• Candidates should possess Administrative Assistance and Office Administration skills to manage calendars, records, meetings, and day-to-day office workflows.
• Candidates should possess knowledge of Office Equipment and general office technology to support smooth operations and troubleshoot basic issues.
• Proficiency with standard office software (e.g., Microsoft Office or similar tools) and comfort learning new systems and databases.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities in a part-time, hybrid environment.
• Experience supporting executives, boards, or committees in a professional setting is preferred.
• Familiarity with construction, infrastructure, or trade associations is a plus, but not required.
• High school diploma or equivalent required; additional education or relevant certifications in administration or office management are beneficial.