Executive Support & Office Coordinator

Refractory Service, Inc.; Town of Jackson (WI); On-site; USD 38,000 - 48,000; Full time

Job summary

Refractory Services, Inc. is seeking a reliable administrative assistant to support the CEO, office, and sales team. You’ll create a welcoming experience for visitors and callers while handling routine administrative tasks and sales support.

The role requires strong Microsoft 365 skills, organization, and excellent communication. You’ll manage calendars, travel arrangements, invoices, and notary duties as needed, fostering professional interactions across the business.

Qualifications

• High school diploma or equivalent.
• 3 years of administrative, reception, and/or sales-support experience.
• Strong Microsoft 365 skills, including Excel, Outlook, and Word; database experience.
• Excellent organization, communication, customer service, judgment, and follow-through.
• Strong accuracy and attention to detail.
• Associate degree in office administration, HR, accounting, or a related field preferred.
• Combined education and experience considered.
• Strong team skills, high initiative, and very flexible to meet changing needs of the business.

Responsibilities

• Welcome visitors, manage deliveries, and answer and route multiline calls.
• Enter material and sales orders; maintain customer records, quotations, purchase orders, and sales email.
• Coordinate executive availability and arrange travel for the president and sales team.
• Prepare correspondence and manage incoming and outgoing mail.
• Enter and track invoices, route expense reports, and assist accounts payable activities.
• Handle confidential information, shifting priorities, and customer needs professionally.
• Perform notary public duties, if commissioned.

Skills

Microsoft 365

Excel

Outlook

Word

Communication

Organization

Customer service

Attention to detail

Education

High school diploma or equivalent

Associate degree in office administration or related field preferred

Tools

Database experience

Job description

Refractory Services, Inc. is seeking a reliable administrative assistant to support the CEO, office, and sales team. You’ll create a welcoming experience for visitors and callers while handling routine administrative tasks and sales support.

The role requires strong Microsoft 365 skills, organization, and excellent communication. You’ll manage calendars, travel arrangements, invoices, and notary duties as needed, fostering professional interactions across the business.