Administrative Assistant - SustainableHR PEO : Job Details

Administrative Assistant (Marketing Focus)

Our client is seeking a full-time Executive Assistant to support the executive leadership team at their Madison, WI facility. This high-impact role provides essential administrative support to the General Manager, Director of Sales, and Marketing Manager.

If you thrive in a fast-paced professional environment, have strong communication skills, and can handle confidential information with care, our client would love to speak with you! Ideal candidates are detail-oriented, organized, self-motivated, personable, and capable of managing multiple tasks with excellent time management skills.

Key Responsibilities:

• Provide administrative support, including drafting and editing emails, memos, presentations, and reports on behalf of executives.
• Prepare accurate customer quotes efficiently.
• Initiate work orders, ensuring information is accurate and complete for team hand-off.
• Review and code expenses and labor reports from off-site Installers, submit to accounting, and update records in company software.
• Maintain organized and comprehensive records.
• Take meeting notes and prepare summaries for executives.
• Organize meetings, including scheduling, sending invites, arranging reminders, and coordinating catering when needed.
• Manage incoming calls professionally, directing them appropriately.
• Welcome visitors, identify their needs, and direct them to the correct department.
• Provide cross-departmental support to meet broader business needs.
• Serve as a professional brand ambassador for our client both internally and externally.
• Understand and communicate our clients products, services, and capabilities.

Qualifications:

• Proven experience in an administrative role supporting executive leadership is highly preferred.
• Proficient in Microsoft Office; ability to quickly learn and use proprietary software.
• High level of discretion, confidentiality, and professionalism at all times.
• Project management experience is a plus.
• Strong oral and written communication skills.
• Highly organized with excellent time management abilities.
• Detail-oriented and able to work effectively under deadlines.
• Critical thinking and troubleshooting skills to handle diverse tasks.
• Strong customer service orientation.
• Ability to work independently and proactively.
• Positive attitude and collaborative spirit, with a commitment to excellence.
• Fluent in English to communicate effectively with internal and external team members.
• Experience in a small business setting is a plus.
• High school diploma or equivalent experience; additional education is a plus.

Schedule:

This salaried position typically works Monday-Friday from 8 am to 5 pm, with flexibility for business needs.

Perks and Benefits:

Competitive salary based on experience and skills, along with an attractive benefits package.