Executive Assistant to CEO

Vortex-Optics; Barneveld (WI); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Health insurance

Paid time off

401(k)

Life insurance

Disability insurance

Employee ownership opportunities

Employee discounts

Onsite fitness center

Walking trails

Dog-friendly work areas

Casual, flexible work environment

Job summary

Vortex in Barneveld, Wisconsin, is seeking an experienced Executive Assistant to support the CEO onsite. The role focuses on calendar optimization, travel planning, meeting preparation, note capture, and confidential information management.

You will shield the CEO from non-essential requests, prepare agendas for key conversations, and help drive improvements through pattern recognition and AI-enabled planning. 5+ years of senior-level support is required.

Qualifications

• +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.

Responsibilities

• Design the CEO's Time: Manage and optimize calendar; coordinate travel; build rhythms; protect strategic thinking time; recommend improvements. Gatekeep to protect CEO time and attention by redirecting non-essential requests.
• Prepare the CEO to Lead: Prepare agendas/materials; capture notes; track follow-up; organize information.
• 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; extend leadership; create rare experiences.
• Drive Continuous Improvement: Recognize patterns; improve planning and communication; leverage AI and technology; lead strategic projects.

Skills

Executive support

Organization

Planning

Communication

AI tools

Microsoft Office

Travel coordination

Multitasking

Tools

Microsoft Office

AI tools

Job description

Description

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'll 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.

Our culture is built around four core values:

About You

We make the experience about the other person. We seek to understand what matters most to them and look for meaningful ways to serve them in every interaction.

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