Receptionist/Executive Administrative Assistant

Dane Manufacturing Company; Waunakee (WI); On-site; USD 50,000 - 75,000; Full time

Job summary

Dane Manufacturing Company is seeking a highly organized Receptionist / Executive Administrative Assistant in Wisconsin. You will partner with the busy CEO to manage calendars, communications, and priorities, ensuring the CEO’s time is optimally allocated.

You’ll coordinate meetings, travel, and documents, keep sensitive information confidential, and act as a professional, proactive communications hub across the organization.

Qualifications

• Exceptional organizational skills and ability to manage multiple calendars and priorities.
• Proactive approach to problem solving and task completion.
• Strong written and verbal communication with discretion and professionalism.
• Attention to detail and confidentiality when handling information.
• Comfort with standard business software and scheduling tools.

Responsibilities

• Keep the CEO energized and prepared by managing a complex calendar.
• Schedule meetings, calls, and commitments with accuracy.
• Prepare documents, agendas, and meeting materials for executives.
• Track follow-ups to ensure nothing falls through the cracks.
• Coordinate travel and logistics for domestic and international trips.
• Maintain organized files and assist with special projects as needed.

Skills

Exceptional organization

Proactive

Smart and resourceful

Detail oriented

Strong communicator

Discreet and trustworthy

Calm under pressure

Tech savvy

Self-starter

Tools

Microsoft Office

Outlook

Teams

Calendars

Spreadsheets

Job description

Be the person who keeps the CEO one step ahead.

We’re looking for a smart, highly organized, proactive Receptionist / Executive Administrative Assistant who thrives in a fast-paced environment and genuinely enjoys making things happen.

This is not a “sit at the front desk and answer phones” position.

You’ll work closely with an extremely busy CEO, helping manage the constant flow of meetings, priorities, information, communications, and commitments that come with leading two growing companies. The right person will become a trusted partner who knows what needs to happen, what’s coming next, and what might otherwise fall through the cracks.

If you are the person who naturally keeps lists, loves a well-organized calendar, notices the details others miss, and thinks “I’ll take care of it”—we want to meet you.

What You’ll Do

Keep the CEO organized and prepared

• Manage and coordinate a complex, constantly changing calendar
• Schedule meetings, appointments, calls, and other commitments
• Prepare the CEO for upcoming meetings by organizing information, documents, and action items
• Track follow-ups and commitments to ensure important items don’t get lost
• Help prioritize competing demands and protect the CEO’s time
• Anticipate needs and take action before being asked

Be the communication hub

• Serve as a professional and welcoming first point of contact for visitors and callers
• Manage incoming correspondence, emails, and communications
• Handle sensitive and confidential information with discretion
• Make sure important messages get to the right people at the right time

Make the CEO’s day easier

• Prepare documents, presentations, reports, agendas, and meeting materials
• Coordinate travel and logistics--both domestic and international
• Maintain organized files and records
• Help manage special projects and assignments
• Follow up with others on behalf of the CEO
• Jump in wherever needed to keep things moving

What We’re Looking For

We’re looking for someone who is:

• Exceptionally organized — You can manage 20 moving pieces without losing track of #21.
• Proactive — You don't wait to be told what needs to happen next.
• Smart and resourceful — You can figure things out, solve problems, and find answers.
• Detail-oriented — You notice the small things because you know the small things matter.
• A strong communicator — You can communicate professionally with everyone from employees to executives to customers.
• Discreet and trustworthy — You will be exposed to confidential information and must know how to handle it appropriately.
• Calm under pressure — When the calendar changes five times before lunch, you don't panic—you reorganize.
• Tech-savvy — You are comfortable learning and using Microsoft Office, Outlook, Teams, calendars, spreadsheets, and other business systems.
• Confident but personable — You can professionally manage interruptions, competing priorities, and demanding situations without losing your composure.
• A self-starter — You see something that needs to be done and take ownership of it.

The Personality That Will Thrive Here

The ideal candidate is someone who loves bringing order to chaos.

You don't need every instruction spelled out. You listen, observe, ask smart questions, and learn how the CEO operates. You understand that being effective isn't just about completing tasks—it's about anticipating what comes next and making sure it happens.

You are comfortable saying:

“I already took care of that.”

“I noticed that was coming up, so I went ahead and handled it.”

In this role, your organization, judgment, follow-through, and ability to anticipate needs will have a direct impact on the CEO's ability to focus on the company's biggest priorities.

• If you’re looking for a position where your intelligence, initiative, organization, and ability to make things happen will genuinely matter, this could be the opportunity you've been looking for.