Executive Assistant at Burger Boat Company – Manitowoc, Wisconsin

POSITION SUMMARY:

The executive assistant is a high profile role within the organization, with clients, and with visitors, that performs administrative duties of a highly varied nature for the executive, sales and marketing team.

ESSENTIAL JOB FUNCTIONS:

• Administer the executive, sales, and marketing team’s schedule of appointments and meetings in Outlook while ensuring effective coordination and communication with internal or external meeting or event participants.

• Act as a self-motivated, respected, and highly trusted liaison between the executive, sales, and marketing team members, clients and company visitors, etc.

• Plan, perform and communicate the status of administrative duties with speed and accuracy with a high degree of independence, confidence, and attention to detail.

• Coordinate all business travel arrangements for the executive, sales, and marketing teams, including flights, hotels, vehicles, event registrations, etc. as needed, with the ability to adapt to changes as needed.

• Assist clients, client representatives, and visitors in coordination of travel, lodging, meals, and local transport when visiting the company.

• Organize launch events, luncheons or other entertainment events for clients as needed.

• Holds primary responsibility for company event planning and calendar management, including support for all-hands meetings, career fairs, facility tours, etc.

• Screen telephone calls for the company and route or reply to incoming correspondence.

• Generate letters, memos, reports, confidential information, etc. as requested.

• Support sales and marketing in lead management, administration, and follow up if requested.

• Assist marketing with administrative updates to website content, communications drafting, and social media updates when requested.

• Balance credit card statements and file expense reports.

• Manage and maintain headquarters location for cleaning, service, organization, etc.

POSITION IN ORGANIZATION:

This position reports directly to the President/CEO and has no direct reports, but demonstrates confidence, awareness, the ability to influence without authority to achieve successful outcomes regardless of reporting structures.

DECISION MAKING:

Exercise judgment consistent with Burger’s mission, vision, and code of business conduct regularly and continuously. Assumes responsibility for decisions, consequences, and results.

COMMUNICATION:

Must demonstrate great verbal and written communication skills, including the ability to listen, talk, and teach. Demonstrate an all-pervasive positive attitude and approach to obstacles. Possess the ability to communicate professionally and effectively with clients, employees, vendors, etc. Identifies and escalates issues and obstacles in a timely manner with recommendations on how to overcome and move forward.

EDUCATION:

Associate degree in executive or office administration, marketing, communications, or human resources, or a related field required, with a bachelor’s degree preferred.

EXPERIENCE:

• At least 5 years of prior experience as an executive assistant, office manager, marketing coordinator, project leader, or similar role.

• Experience working with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.

PHYSICAL REQUIREMENTS:

Frequent seated position for extended periods of time while operating a computer. Will occasionally need to walk/stand for longer periods for company events and tours.

GENERAL STATEMENT:

This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. As an highly organized and capable administrative professional, other duty may be assigned if the need arises.