Executive Administrative Assistant

We are seeking a highly organized and proactive Executive Assistant to support our executive leadership team. The ideal candidate will be detail-oriented, possess excellent communication skills, and thrive in a fast-paced environment. This role requires a high level of discretion, as the Executive Assistant will be privy to confidential information.

JOB SUMMARY: VARC, Inc.’s Executive Assistant is responsible for providing executive administrative support to the President/CEO and assigned management employees. This position may act as an internal liaison between department managers, executive management, and externally with other community organizations, legislative offices, and the business community. The Executive Assistant demonstrates a high level of independence in work performance, is team-oriented, and has a strong understanding of many roles within the organization.

ESSENTIAL FUNCTIONS:

1. Often as the first line of contact and communication, routinely answers corporate communications via telephone, email, or other methods; fields and transfers phone calls throughout the corporate office and other locations as assigned. Greets, assists, and directs visitors in a professional and courteous manner.

2. Provides a range of administrative duties for the organization including sorting and delivering mail daily, routinely receiving and sending fax, emails, and other correspondence, and performing administrative functions including filing, scanning, and photocopying.

3. Provides a variety of administrative support and project-based tasks for leadership team members, including Human Resources, Finance, Client Services, Production, and others as assigned.

4. Coordinates and manages agendas/travel arrangements/appointments for President/CEO and leadership team, as requested. Assists leadership team in organizing itineraries, accommodations, and reservations.

5. Understands general functions of all departments in divisions and knows who is responsible for key functions in each department.

6. Assists in coordinating and planning company social and professional events that take place during and after business hours.

7. Participates in various meetings; prepares agendas and takes minutes as directed.

8. Maintains meeting room calendars, staff calendar, and schedules company car use.

9. Maintains physical appearance of applicable conference rooms, lobby, and surrounding areas. Ensures all items are stocked.

10. Assists Accounting Department by preparing and depositing daily deposits and other assigned tasks.

11. Enters job orders and packing slips, as assigned. Processes other general production paperwork and documentation regularly.

12. Assist in maintaining assigned VARC databases.

13. Maintains physical appearance of applicable conference rooms, lobby and common areas.

14. Accepts other duties as assigned.

ESSENTIAL SKILLS:

1. Ability to maintain superior confidentiality in all aspects of position.

2. Superior organizational skills, and ability to prioritize several projects simultaneously.

3. Exemplary planning and time management skills.

4. Very strong oral and written communication skills.

POSITION REQUIREMENTS:

1. Always maintains superior level of professionalism in relation to appearance, conduct, work performance, and interaction with others.

2. Maintain confidentiality regarding all areas of business, employee, and client data and information.

QUALIFICATIONS:

Minimum five (5) years’ experience in administrative role, preferably working directly with executive-level employees. The Executive Administrative Assistant must be creative and enjoy working in an organization that is mission-driven, results-driven and community oriented. The ideal candidate will have the ability to exercise good judgement in a variety of situations, and execute decision-making on behalf of executive managers, when appropriate.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Expected hours: 40 per week

Ability to Relocate:

• Viroqua, WI 54665: Relocate before starting work (Required)

Work Location: In person