Strategic Executive Assistant to CEO | Calendar & Ops Pro

Talentify; Watertown (WI); On-site; USD 37,000 - 52,000; Full time

Benefits offered by this job

Medical, dental & vision

Health Spending Account (HSA)

Paid time off

Job summary

Talentify seeks an experienced Executive Assistant to deliver high-level administrative support to the CEO and executive team in Watertown, WI. This role coordinates calendars, travel, meetings, and confidential information, acting as a trusted liaison with board members, leaders, employees, vendors, and external partners.

The position is contract-to-hire, onsite, offering competitive hourly pay and comprehensive benefits; you will streamline operations, enhance executive effectiveness, and

Qualifications

• Minimum of 5 years of experience providing high-level administrative support to a CEO or senior executive team.
• Ability to manage multiple priorities and exercise independent judgment.
• Exceptional written, verbal, and interpersonal communication skills.
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.

Responsibilities

• Own and strategically manage complex calendars for the CEO and supported executives, prioritizing appointments and protecting time for high-value activities.
• Anticipate scheduling conflicts, travel time, missing information, room or technology needs, and other potential issues; resolve concerns proactively.
• Conduct regular planning and maximization meetings with executives to align priorities and follow-up needs.
• Identify opportunities to improve executive effectiveness, administrative processes, and team coordination.
• Strategically plan and coordinate internal and external meetings, including executive, board, and shareholder sessions.
• Prepare agendas, materials, and logistics for meetings; communicate clear instructions to participants.
• Arrange travel, accommodations, and itineraries for executives and guests, anticipating changes.
• Capture and distribute meeting notes, organize documents, and track action items through completion.
• Serve as a trusted point of contact between the CEO, executive team, board members, employees, and external stakeholders.
• Draft and coordinate professional correspondence, presentations, and other executive communications.
• Facilitate timely information flow and seek input from leaders and departments.
• Receive and support visitors, creating a professional and welcoming experience.
• Handle confidential business, employee, and executive information with discretion.
• Produce and maintain accurate reports, presentations, and related documents.
• Organize and maintain files, records, and executive-team documents.
• Complete expense reports and manage invoices and credit card expenses.
• Manage select vendor relationships and related administrative processes.
• Support executive recruiting coordination and candidate communications.
• Coordinate employee touches, care packages, recognition items, and company merchandise.
• Perform research and special projects, compile information, and recommend solutions.
• Pursue ongoing professional development and seek best practices.

Skills

Calendar management

Travel coordination

Executive support

Discretion and confidentiality

Written and verbal communication

Multi-tasking

Tools

Microsoft 365

Concur

Job description

Talentify seeks an experienced Executive Assistant to deliver high-level administrative support to the CEO and executive team in Watertown, WI. This role coordinates calendars, travel, meetings, and confidential information, acting as a trusted liaison with board members, leaders, employees, vendors, and external partners.

The position is contract-to-hire, onsite, offering competitive hourly pay and comprehensive benefits; you will streamline operations, enhance executive effectiveness, and