Executive Assistant to CEO — Strategic Scheduling & Operations

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

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.