Executive Assistant in Lac Du Flambeau, Wisconsin at LDF Business Development Corporation

Summary/Objective: The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer (CEO), Chief Operating Officer (COO), and Chief Financial Officer (CFO), with direct reporting responsibility to the CEO. This position serves as a primary administrative point of coordination for the executive leadership team and assists with managing executive priorities, schedules, communications, meetings, and organizational activities.

In addition to executive support, the Executive Assistant coordinates travel and purchasing activities across LDF Business Development Corporation (LDF BDC) business units and corporate departments. Due to the nature of the position, the Executive Assistant will have access to highly confidential and sensitive business, financial, personnel, executive, and organizational information and must maintain strict confidentiality at all times. This position requires a high level of professionalism, discretion, organization, sound judgment, and the ability to manage multiple priorities in a fast-paced environment.

Essential Job Functions: Specific duties include, but are not limited, to the following:

Executive Support & C-Suite Coordination:

• Provide high-level administrative support to the CEO, COO, and CFO, including managing calendars, appointments, meetings, and scheduling priorities.
• Assist executives with managing priorities, commitments, deadlines, and follow-up items, anticipating needs and coordinating necessary information and resources.
• Screen and prioritize communications, requests, and information for executive leadership as appropriate.
• Research and compile information for executive leadership and provide administrative support for executive priorities and activities as needed.
• Handle highly confidential and sensitive business, financial, personnel, executive, and organizational information, maintaining strict confidentiality and exercising discretion and sound judgment at all times.

Executive Communication & Meetings:

• Serve as a liaison between executive leadership, employees, business units, corporate departments, vendors, and external partners, facilitating the timely flow of information throughout the organization.
• Prepare executive correspondence, reports, presentations, agendas, meeting materials, and other business documents.
• Coordinate executive meetings, including scheduling, logistics, materials, meeting minutes, and follow-up on action items.
• Respond to routine inquiries and direct requests to the appropriate executive, business unit, or department while professionally representing executive leadership and LDF BDC.

Organizational Travel & Purchasing:

• Coordinate business travel across LDF BDC business units and corporate departments, including airfare, lodging, ground transportation, itineraries, and changes to travel arrangements.
• Assist with travel-related expenses, receipts, documentation, and recordkeeping in accordance with company procedures.
• Coordinate ordering and purchasing across LDF BDC business units and corporate departments, including processing and tracking orders for supplies, equipment, and materials.
• Communicate with vendors and internal teams regarding purchasing needs, order status, availability, and delivery.
• Maintain organized travel and purchasing records and identify opportunities to improve efficiency and coordination across the organization.

Projects & Organizational Support:

• Coordinate special projects and initiatives at the direction of the CEO, COO, and CFO, including tracking activities, deadlines, action items, and deliverables.
• Assist with research and the preparation of reports, presentations, and other materials for executive and organizational initiatives.
• Coordinate activities across business units and corporate departments in support of executive and organizational priorities.
• Identify opportunities to improve administrative processes, communication, workflow, and organizational efficiency.
• Provide administrative and operational support across LDF BDC based on organizational needs and priorities.
• Perform other duties as assigned.

Other Duties: Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the team member in this role. Duties, responsibilities, and activities may change at any time with or without notice.

Supervisory Responsibility: This position has no direct supervisory responsibilities.

Travel: Little to no travel is expected for this position.

Work Environment: This position operates in a professional office environment and routinely uses computers, business software, telephones, and other standard office equipment.

Position Type: This is a full-time, non-exempt position that is expected to work independently and proactively to meet deadlines and organizational goals.

Expected Hours of Work: Days and hours of work are primarily Monday through Friday, 8:00 a.m. to 4:30p.m. Occasional evening and weekend hours may be required to meet business needs or critical deadlines.

Native American preference will be applied to hiring of this position as defined in Title 25, U.S. Code, Chapter 14, Subchapter V, subsection 273 & 274. We are an equal opportunity employer with preference given to qualified Native American applicants in accordance with federal law and tribal policy.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk and hear. This is a largely sedentary role; however, standing, sitting, walking, bending, and being able to lift 25 pounds safely is required.

Required Education and Experience:

• High school diploma, G.E.D., or equivalent.
• Three (3) or more years of progressively responsible administrative, executive support, or related professional experience.
• Experience coordinating calendars, meetings, travel, and other administrative functions.
• Experience handling confidential and sensitive information.
• Proficiency with Microsoft Office and other standard business software.
• An equivalent combination of education and relevant experience may be considered.

Preferred Education and Experience:

• Associate or bachelor's degree in Business Administration, Communications, Management, or a related field.
• Five (5) or more years of progressively responsible administrative or executive support experience.
• Experience directly supporting senior executives or executive leadership.
• Experience coordinating travel, purchasing, or administrative activities across multiple departments or business units.

Required Pre-Employment Screening: LDF Business Development Corp. is committed to a drug-free workplace. To qualify for this position, applicants must agree to pre-employment drug screening and potential random testing, as required thereafter.