Executive Assistant to CEO

Vortex Optics; Barneveld (WI); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health/dental/vision insurance

401(k) and disability insurance

Employee ownership opportunities

Onsite fitness center

Casual, flexible work environment

Job summary

Vortex Optics is seeking an experienced executive assistant to support the CEO in Barneveld, Wisconsin. The role focuses on calendar optimization, travel coordination, meeting preparation, and keeping the CEO informed with concise notes and action items.

You will learn the CEO’s working style, protect thinking time, and help prioritize initiatives. This onsite, full-time position offers opportunities to contribute to organizational growth and leadership efficiency.

Qualifications

• 5+ years supporting senior executives or owners.
• Exceptional written and verbal communication.
• Strong organizational and project management abilities.
• Experience coordinating executive travel and meetings.
• Authorized to work full-time in the United States.
• Onsite, full-time role based in Barneveld, Wisconsin.

Responsibilities

• Design the CEO's time: manage calendar, travel, rhythms, protect thinking time.
• Prepare the CEO to lead: agendas, notes, follow-up, organize information.
• Create order: organize projects, files, office systems, confidential info.
• Build relationships: interact with employees, board, customers, guests.
• Drive continuous improvement: recognize patterns, AI leverage, strategic projects.

Skills

Executive support

Calendar management

Organization

Communication skills

Travel planning

Tools

Microsoft Office

AI tools familiarity

Job description

Description

Some people find real satisfaction in helping others do their best work.

Some people find real satisfaction in helping others do their best work. They enjoy planning ahead. They naturally stay organized. They remember the details others forget. They like bringing order to complexity. They see planning as an act of service because they know thoughtful preparation allows other people to do their very best work.

If that sounds like you, keep reading…

Over the years, I've learned that my calendar is much more than a schedule. It's a reflection of my priorities, my energy, and ultimately the impact I can have serving our team, our customers, and the future of Vortex.

Leading a growing company brings an endless stream of opportunities, conversations, projects, decisions, and commitments. Some are best handled by me. Many create more value when they're anticipated, organized, and thoughtfully managed by someone who understands how I work and takes genuine ownership of helping me perform at my best.

That's the opportunity this role offers.

The foundation of this role is mastering the fundamentals. You'll organize schedules, coordinate travel, prepare meetings, capture notes, manage follow-up, and bring order to the many details that come with leading a growing company.

As trust grows, your role will grow with it.

With that trust comes greater responsibility. You'll begin making recommendations about how my time is invested. You'll help create margin for strategic thinking, writing, and relationship building. You'll recognize what deserves my attention, what should be delegated, and where a small adjustment today prevents a much bigger problem tomorrow.

You’ll learn how I work best. You’ll notice how I prepare for meetings, how I like information organized, what gives me energy, and what tends to drain it. Over time, you’ll begin recognizing patterns that help you make better decisions before anyone asks. You’ll know which meetings deserve extra preparation, when my schedule needs more margin, when to protect thinking time, and when to simply walk in with a cup of coffee and the itinerary for the week.

One day, you’ll hear me say, "I was just thinking about..." And you’ll be able to answer, "It's already taken care of."

When that happens, you create capacity that allows our leadership team to move faster, our employees to be better supported, our customers to be better served, and Vortex to continue creating rare experiences that people remember long after the interaction is over.

What You'll Do

• Design the CEO's Time: Manage and optimize calendar; coordinate travel; build annual/quarterly/monthly/weekly rhythms; protect strategic thinking time; recommend improvements. Act as a gatekeeper to protect the CEO’s time and attention by redirecting non-essential requests without needing constant input.
• Prepare the CEO to Lead: Prepare agendas/materials; capture notes; track follow-up; organize information; prepare the CEO for key conversations.
• Create Order: Organize projects, priorities, files and office systems; maintain executive office; manage confidential information; improve systems and workflows.
• Build Relationships: Build trusted relationships; coordinate employee, board, customer and guest interactions; act as an extension of leadership while representing the CEO; help create rare experiences.
• Drive Continuous Improvement: Recognize patterns; improve planning and communication; leverage AI and technology; lead strategic projects.

You Might Be a Great Fit If…

• You naturally organize your own life and enjoy helping other people stay organized.
• People describe you as someone who "just gets it."
• You notice patterns, anticipate needs, and often solve problems before anyone asks.
• You communicate with context before details.
• You enjoy learning technology and AI.
• You're warm, humble, confident, discreet, proactive, and love helping others succeed.

Requirements

• +5 years supporting senior executives, business leaders, or owners.
• Exceptional written and verbal communication skills.
• Strong organizational, planning, and project management abilities.
• High proficiency with Microsoft Office and the ability to quickly learn new technology and AI tools.
• Experience coordinating executive travel, meetings, and communications.
• Ability to manage multiple priorities while maintaining exceptional attention to detail.
• Authorized to work full-time in the United States.
• This is a full-time, onsite position based in Barneveld, Wisconsin.

Why Vortex

At Vortex, we're a service company first and every interaction is an opportunity to Create A Rare Experience.

About You

Our culture is built around four core values:

Customer is King

Every decision begins with the customer. We strive to exceed expectations and create experiences that build trust and loyalty for life.

Willingness to Shovel Snow

No task is beneath us. We step in where we're needed, serve with humility, and do the work that helps the team succeed.

Be the Buffalo

We face challenges head-on. We embrace change, keep moving forward, and choose courage over comfort.

Benefits

When you join Team Vortex, you'll enjoy:

• Competitive health, dental, and vision insurance
• Paid time off and company holidays
• 401(k), life insurance, and short- and long-term disability insurance
• Employee ownership opportunities
• Employee discounts on Vortex products
• Onsite fitness center
• Walking trails and nature preserve
• Dog-friendly work areas
• Neighboring daycare facility
• Casual, flexible work environment

A Final Thought

I'm looking for a trusted partner who finds real purpose in helping other people succeed.

My hope is that years from now we'll look back and realize we helped each other do some of the best work of our lives while serving our team, our customers, and the future of Vortex.

Joe Hamilton CEO Vortex