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Executive Assistant

  • Location: Madison, Wisconsin
  • Type: Contract
  • Job #3208

Our Partner is seeking an Executive Assistant for a 4-month project.  In this role, you’ll be responsible for a variety of duties to streamline business processes and drive efficiencies. This position provides technical and administrative support related to a variety of areas, including managing calendars, compiling and analyzing data, coordinating events and meeting logistics, functional budget processes and expense reconciliation, managing team resources and supplies, and serving as a coordination point for contracts with vendors facilitating the approval process, tracking status, and problem solving if issues arise during the process

What you’ll do:

  • Manage the day-to-day calendar for leadership; assuming central coordination for internal and external requests and proactively managing cadence for standing meetings (one-on-ones, team meetings, etc.); managing expense reconciliation, travel arrangements and other tasks.
  • Drive effective record-keeping through management of an efficient communication and organizational system.
  • Assist with the process related to management of contracts and purchase requisition requests with vendors. This includes maintaining oversight of the contract process in cooperation with the contract owner and creating the purchase requisition request that is routed for approval. Receive all commercial invoices, assign appropriate purchase order and work with appropriate owner to get final approval to process.
  • Maintain documentation and tracking system of purchase orders for vendors to keep team informed of status and history.
  • Prepare and coordinate presentation materials for meetings.
  • Provide assistance for internal and external events, which may include venue contracting, food and beverage coordination, entertainment & attendance tracking.
  • Collaborate with leaders and assistants from multiple functions internally and with partners externally to effectively manage availability and capacity of the team.

What you’ll bring:

 

  • 5+ years of experience working in an administrative support or related capacity, demonstrating progressively increasing responsibilities.
  • Experience with the business travel & expense platforms & receipt reconciliation.
  • Experience managing Microsoft Outlook calendars for individuals & groups.
  • Demonstrated initiative and innovation; experience identifying needs for improvement and seeking/developing creative solutions.
  • Demonstrated ability to interact professionally, coordinate and communicate effectively with internal staff and external customers.
  • Well-organized with extremely strong attention to detail.
  • Proficient in Microsoft Office, Excel, Word, PowerPoint.

 

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