Executive Staff Assistant

Waupaca Foundry, Inc.; Waupaca (WI); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

Health Savings Account

401k & ROTH Retirement Savings Plan

Paid Vacation

Free Family Fitness Membership

Tuition Reimbursement Program

Job summary

Waupaca Foundry, Inc. is seeking an Executive Administrative Support professional to assist in managing day-to-day operations for the Executive Staff. This role involves extensive calendar management, communication facilitation, and coordination of travel arrangements.

The successful candidate will possess over 10 years of experience, ideally within a manufacturing environment, and demonstrate exceptional organizational skills while maintaining a high level of discretion in all activities.

Qualifications

• 10+ years of experience managing or interacting with an Executive Staff.
• Preferred experience in a manufacturing or multi-site operation.
• Ability to rapidly adopt to changing demands.

Responsibilities

• Manage calendar and support executive team's activities.
• Facilitate communication via email and phone.
• Coordinate travel arrangements for the executive staff.

Skills

Calendar management

Communication

Organizational skills

Discretion

Tools

Microsoft 365

Teams

SharePoint

Job description

Position Summary

Acts as primary administrative support for the Executive Staff managing day-to-day operations such as calendar maintenance, incoming call management, travel arrangements, expense reporting, event organization; owns and organizes the Executive Leadership Team calendar representing the Company’s Management System. Will work extensively with entire Executive Staff on tactical and strategic topics. Exercises exceptional discretion with confidential business, personnel, and governance information. Will interact with both customers and Board Members. Will act as gatekeeper for access to executive staff.

Core Mandate

• Advance and drive enterprise execution discipline.
• Deploy and maintain the management system that supports operational excellence.
• Enable CEO and Executive Staff effectiveness.
• Ensure tactical day-to-day delivery of corporate activities.

Key Responsibilities

• Support day-to-day execution of corporate activities.
• Front line communication via email and phone.
• General office duties to include record keeping, document creation, supply ordering.
• Support active calendar maintenance for the Executive Staff.
• Manage visitors to Executive Staff.
• Maintain proficiency with executive productivity tools (Microsoft 365, Teams, SharePoint/HUB) and drive adoption of digital workflows across the executive office.

Travel Organization

• Support travel arrangements while developing team use of corporate travel app.
• Support expense reporting while developing team use of corporate expense reporting app.
• Ensure travel is coordinated for Executive Staff during group events (e.g. Board Meetings, Industry Events).
• Support international travel with understanding of travel visas and passport concerns as well as coordination with international customers.
• Interface with the organization to request and schedule use of AirWF.
• Manage WF Vehicle Fleet.

Event Organization

• Support development of plan for various events (e.g. Townhalls, BoD Meetings, Ops Reviews).
• Support interface with Industry Events (e.g. AFS Leadership Meeting, CastExpo, GIFA).
• Support events with catering and venue set up.

Develop and Manage the Executive Leadership Calendar / Corporate Management System

• Ensure Management System Meetings are clearly identified on appropriate calendars and scheduled in appropriate rooms.
• Ensure the Management System Meeting Charters are up to date and available.
• Resolve any scheduling conflicts to ensure all required meetings are held.

Support communication with the broader organization

• Ensure Executive Staff is on track with key communication (e.g. monthly communications, HUB postings, anniversary cards).
• Assist in communicating from organization to Executive Staff by establishing meeting/appointment request agendas.
• Preload pertinent documents to Executive Staff prior to any meetings to ensure effective use of time.

Key Deliverables / Success Measures

• Smooth running office with meetings set and delivered.
• Calendar disruptions identified and resolved on timely basis.
• Clear communications with organization on expectations for meeting with Executive Staff.
• Well organized and smooth delivery of internal (BoD, Customer) and external (AFS, GIFA).

Qualifications

Experience

• 10+ years of managing/interacting with an Executive Staff.
• Preferred experience in manufacturing or multi-site operations.
• Proven track record of driving organization-wide execution.
• Prior experience working closely with a CEO or senior executive team.

Capabilities

• Managing high energy and fast paced group with heavy demand on organization.
• Rapid adoption in face of changes to ensure continued best use of executive staff time.
• Firm expectations of both Executive Staff and team members accessing executive staff.
• Mastery of calendar management and rapid communication.
• Preferred Notary.
• High ownership and accountability.
• Structured, disciplined, and detail oriented.
• Strong judgment and decision-making capability.
• Credibility and presence with senior leaders.
• Resilient, adaptable, and comfortable in ambiguity.

Reporting Structure

• Reports to: CEO.
• Has strong reporting lines to broader Executive Staff.

Travel Requirements

• Infrequent travel to sites (<10%).
• Typical office environment 90%.
• Production/manufacturing environment 10%.

Benefits

• Health Savings Account
• Long & Short Term Disability
• Supplemental Life Insurance
• 401k & ROTH Retirement Savings Plan
• 6% Employer Funded Retirement Plan
• 10 Paid Holidays including Birthday
• Paid Vacation
• Free Family Fitness Membership
• Tuition Reimbursement Program
• Internal Growth Opportunities

Equal Opportunity Employer

Waupaca Foundry is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, gender identity, sexual orientation, age, status as a protected veteran, or status as a qualified individual with disability.