Executive Assistant (On-site Madison, WI)

Carex Consulting Group; Madison (WI); On-site; USD 60,000 - 85,000; Full time

Job summary

Carex Consulting Group is seeking an Executive Assistant to provide high-level administrative support to the Chairman/CEO, President, Executive Team, Board of Directors, and shareholders. This on-site role in Madison, WI requires discretion, organization, and strong communication to ensure seamless governance activities and strategic initiatives.

You will manage complex calendars, travel, meeting logistics, board materials, and executive communications.

Qualifications

• Associate's or Bachelor's degree in Business Administration or related field preferred or equivalent experience.
• Experience supporting senior executives or boards of directors.
• Strong organizational skills for calendar, meetings, travel, and events.
• Excellent written and verbal communication with proofreading abilities.
• Ability to handle confidential information with discretion.
• Advanced proficiency with MS Office, Teams, and travel and expense tools.
• Ability to prioritize competing tasks and anticipate executive needs.

Responsibilities

• Provide high-level administrative support to executive leadership including calendar management, travel coordination, meetings, correspondence, and expense reporting.
• Coordinate Board/committee/shareholder meetings, agendas, materials, minutes, logistics, and follow-up actions.
• Prepare and distribute confidential board books, governance documents, and contracts.
• Serve as liaison between executives, board members, shareholders, auditors, vendors, and internal teams.
• Coordinate domestic travel arrangements and logistics for executives and guests.
• Process executive expense reports and corporate credit card reconciliations.
• Support customer visits with logistics, insurance certificates, questionnaires, and internal communications.
• Schedule and facilitate leadership meetings with Microsoft Teams support.

Skills

Calendar management

Travel planning

Executive communication

Proofreading

Discretion

Microsoft Office/Teams

Document management

Event coordination

Education

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

Tools

Microsoft Office

Microsoft Teams

Expense reporting systems

Travel platforms

Document management systems

Job description

Carex is partnering with a manufacturing industry partner to hire an Executive Assistant. This high-impact role provides executive-level administrative support to senior leadership, including the Chairman/CEO, President, Executive Team, Board of Directors, and shareholders. The Executive Assistant serves as a trusted partner, ensuring seamless executive operations through exceptional organization, communication, discretion, and attention to detail while supporting governance activities, executive meetings, corporate records, and strategic initiatives. On-site Madison, WI.

What You'll Do

• Provide high-level administrative support to executive leadership, including complex calendar management, travel coordination, meeting scheduling, correspondence, presentations, and expense reporting.

• Coordinate Board of Directors, committee, shareholder, executive, and company-wide meetings, including agendas, meeting materials, minutes, logistics, catering, and follow-up actions.

• Prepare, organize, maintain, and distribute confidential board books, shareholder communications, corporate records, contracts, governance documents, meeting minutes, and resolutions.

• Serve as a key liaison between executives, Board members, shareholders, auditors, customers, vendors, and internal teams.

• Coordinate domestic travel arrangements and visitor logistics for executives, board members, candidates, vendors, and guests.

• Process executive expense reports, corporate credit card reconciliations, board payments, shareholder distributions, and other executive financial transactions.

• Support customer visits by coordinating logistics, certificates of insurance, customer questionnaires, and internal communications.

• Schedule and facilitate leadership meetings, including Microsoft Teams support and presentation coordination.

• Maintain secure document management systems for contracts, corporate records, and governance documentation.

• Prepare and proofread executive correspondence, presentations, company announcements, marketing materials, and employee recognition communications.

• Coordinate executive and company events, community involvement activities, employee engagement initiatives, and culture-focused programs.

• Manage executive office resources, including office supplies, business cards, nameplates, holiday cards, and board materials.

• Perform additional administrative and executive support responsibilities as needed.

What You'll Bring

• Associate's or Bachelor's degree in Business Administration or a related field preferred, or an equivalent combination of education and executive administrative experience.

• Experience supporting senior executives, executive leadership teams, ownership groups, or Boards of Directors.

• Strong organizational skills with expertise in calendar management, meeting coordination, travel planning, and event logistics.

• Excellent written and verbal communication skills with exceptional proofreading abilities.

• Demonstrated ability to manage highly confidential and sensitive information with professionalism and discretion.

• Advanced proficiency with Microsoft Office, Microsoft Teams, calendar management tools, expense reporting systems, travel platforms, and document management systems.

• Ability to prioritize competing responsibilities, anticipate executive needs, solve problems independently, and consistently follow through on details.

• Professional presence, sound judgment, flexibility, and a strong service-oriented mindset.

• Experience with board governance, corporate records, shareholder communications, or meeting minute preparation is preferred.

Carex Consulting Group is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender identity, or Veteran status.