Executive Assistant

We’re searching for an Executive Assistant to join our organization, working directly with our Chief Financial Officer, and collaborating closely with other Executive Team members. As an Executive Assistant, you will engage with a diverse range of stakeholders, ensuring the smooth execution of high-level administrative tasks, from preparing critical documents to scheduling complex meetings and events. Your expertise will shine as you record executive meetings, manage communications, and support key initiatives while helping maintain our top-notch compliance program.

If you thrive in a fast-paced environment and are looking to make a significant impact, we want to hear from you! Join us and take the next step in your career while supporting our mission and driving our success forward.

JOB SUMMARY

The Executive Assistant will operate under the direct supervision of the Chief Financial Officer, with additional guidance from the President/COO and Compliance Officer. This role is crucial in providing high-level administrative support to the Executive team, ensuring seamless operations and maintaining confidentiality with sensitive information.  The Executive Assistant will engage with a diverse array of internal and external stakeholders at all organization levels.

PRIMARY RESPONSIBILITIES

Administrative Duties

• Provides high-level administrative support to the Executive team and Corporate Compliance Officer exercising discretion and confidentiality
• Prepares and composes various documents including correspondence, reports, meeting minutes, calendar invites, presentations, spreadsheets, agendas as requested
• Attends Executive meetings to accurately record minutes and action items, ensuring systematic follow-up on outstanding tasks
• Performs general office functions, such as ordering office supplies, filing (both electronic and manual), and correspondence
• Organizes and maintains critical documents and contracts, including insurance, compliance/audit, and vendor management, ensuring proper storage and adherence to retention guidelines
• Schedules and coordinates complex activities such as meetings, travel arrangements, company trips, banquets and picnics, conferences and department events, board and executive meetings, and huddle calls
• Acts as a liaison for event coordination with other groups within the company
• Provides support in managing the calendar, voicemail and email communications for the CEO, President/COO and CFO
• Acts as a liaison and effectively communicates with other departments and outside agencies, including C-Suite staff
• Serves as first point of contact when customers/vendors visit, when needed
• Conducts research and compiles data as necessary to support executive initiatives
• Maintains and updates designated SharePoint sites as directed by the CFO
• Assists with minor accounting duties
• Provides supports to Shared Services, which includes CEO, President/COO, Finance, Marketing, Compliance and Human Resources
• Performs other duties as assigned

Compliance Duties

• Supports the organization’s compliance program by compiling necessary documentation for auditor requests and coordinating Executive Committee policy reviews and transcribing information from contracts
• Ensures compliance with vendor registration protocols for sovereign nations, managing applications and renewals
• Requests, files, and maintains certificates of insurance and other pertinent documents from the company’s new and existing vendors
• Monitors the vendor request queue, facilitates committee reviews, and manages vendor agreement processes within vendor management software
• Maintains vendor credentialing accounts on behalf of the company and coordinates with colleagues to respond to customer requests for vendor credentialing
• Maintains legal review request queue and assigns matters to appropriate channels, along with follow-ups on communications to requestors, leaders and counsel
• Assists with information requests related to insurance and banking, particularly at renewal and reviewing periods
• Performs other duties as assigned

MINIMUM REQUIRED EDUCATION & EXPERIENCE

• High school diploma required, associate’s degree in business administration, or equivalent, preferred.
• 5 years administrative experience, preferably at the Executive level.
• Is or is willing to become a notary public in the State of Wisconsin

ADDITIONAL ELIGIBILITY QUALIFICATIONS

• Excellent working knowledge of all Microsoft Office software (Word, Excel, Outlook, PowerPoint) and Adobe
• Exceptional written and oral communication skills, including the ability to effectively interact at all levels within an organization from entry-level to C-Suite
• Self-motivated with the ability to work independently, identifying opportunities for efficiency without specific direction
• Ability to consistently maintain a positive attitude, supporting organizational initiatives while always maintaining confidentiality
• High organized with keen attention to detail
• Willingness to be flexible and perform a variety of related tasks

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform this position.  Reasonable accommodation may be made to enable individuals with disabilities to perform job duties in accordance with state and federal law.

While performing the duties of this job, the employee is regularly required to sit, talk and/or hear and repetitive movement (fine motor like typing, writing, keyboarding, filing). The employee is occasionally is required to walk, stand kneel, stoop, reach above, below and shoulder height, pull, push, lift or carry 25 pounds or less, crouch or bend, and twist or turn.

Specific vision abilities required by this job include close vision and the ability to adjust focus.

COMPANY BENEFITS

EO Johnson Business Technologies offers a competitive compensation and benefits package.  Benefits for full-time EO Johnson employees include:

• Competitive compensation
• Vacation and self/family care days
• Parental leave
• Group medical, dental, vision and life insurance
• 401(K) plan with a 50% match up to your first 8%
• Discretionary 401(K) profit sharing plan
• Company paid short- and long-term disability coverage
• Paid Holidays

HOW TO APPLY

EO Johnson Business Technologies has an online employment application.  In order to complete it, you need to apply for a specific position. All open positions can be found on our website at www.eojohnson.com.

If this is the first time you have applied for a position with EO Johnson Business Technologies, you will be asked to register.  Returning applicants will only need to provide their email address and password.

ABOUT EO JOHNSON BUSINESS TECHNOLOGIES

At EO Johnson Business Technologies, we live by one promise: to make your business better. As a world-class business technologies and managed IT services leader, EO Johnson also provides managed print services, secure document management, scanning, business process improvement, production print and wide format equipment.  

With ten offices throughout the Midwest, thousands of valued customers, and more than 67 years of delivering world-class service, we can help you work smarter, not harder. Learn more about how our experts can help you achieve your business goals, manage your networks, grow your business and serve your customers: www.eojohnson.com.

EQUAL EMPLOYMENT OPPORTUNITY

EO Johnson Business Technologies is committed to providing equal employment opportunity to all applicants and employees regardless of their race, creed, color, religion, gender, age, national origin, disability, military service, protected veteran status, genetic information, sexual orientation, gender identity or any other characteristic protected by federal, state or local law. We are strongly committed to this policy and believe in the concept and spirit of the law.