Executive Administrative Assistant - Oconomowoc, WI at Wis-Pak, Inc. in Oconomowoc, WI

Job description

• Wis‑Pak, a leading manufacturer and distributor of some of the nation’s most recognized beverage brands, is seeking a detail-oriented, customer-focused Executive Administrative Assistant. This highly visible role requires exceptional organizational skills, professionalism, discretion, and sound judgment. You'll serve as a trusted partner managing executive communications, board administration, shareholder relations, travel, special projects, and corporate events.
• The ideal candidate is proactive, resourceful, and thrives in a fast-paced environment. Adept at building trusted relationships with shareholders, board members, executives, and business partners through diplomacy, tact, discretion, and a highly service-oriented approach.
• We offer a hybrid work schedule with four days in the office and one remote day per week, providing the flexibility to balance focused work with meaningful in-person collaboration.

Responsibilities

• Executive & Board Support
• Serve as a trusted partner to the CEO, Executive Leadership Team, and Shareholder Board of Directors.
• Manage executive calendars, meetings, communications, travel, presentations, and confidential correspondence.
• Coordinate Board meetings, maintain governance records, prepare materials, and record official meeting minutes.
• Shareholder Relations & Annual Meeting Management
• Lead the planning and execution of shareholder and unitholder meetings, including registrations, travel, accommodations, event logistics, and on-site support.
• Build and maintain strong relationships with shareholders, board members, and external partners while ensuring a seamless meeting experience.
• Corporate Communications & Records Management
• Coordinate shareholder communications, newsletters, directories, and distribution lists.
• Maintain corporate records, agreements, governance documents, and SharePoint resources.
• Support preparation and distribution of annual business plans and related materials.
• Event Planning & Special Projects
• Lead the planning and execution of executive meetings, shareholder events, and corporate functions.
• Manage meeting site selection, venue negotiations, vendor relationships, catering, travel logistics, and event budgets.
• Coordinate all aspects of event execution, from planning through on-site support and post-event follow-up.
• Support strategic initiatives, acquisitions, and special projects as assigned.
• Travel & Administrative Operations
• Coordinate complex executive, board, and corporate travel arrangements.
• Manage itineraries, accommodations, transportation, and related logistics.
• Ensure all administrative activities are completed accurately, professionally, and confidentially.
• Manage one (1) direct report, Receptionist.

Requirements

• Associate's or Bachelor's degree preferred and 6+ years of relevant administrative support experience.
• An equivalent combination of education and experience will be considered, with two years of related experience accepted in lieu of one year of post-secondary education.
• Experience supporting senior executives, boards of directors, or corporate governance activities is preferred.
• Exceptional verbal and written communication skills.
• Advanced proficiency in Microsoft Office Suite, Teams, SharePoint, and PowerPoint.
• Strong organizational and project management skills.
• Ability to handle confidential information with professionalism and discretion.
• Ability to work independently with minimal supervision.

Skills

Required

• Detail-oriented
• Customer-focused
• Exceptional organizational skills
• Professionalism
• Discretion
• Sound judgment
• Proactive
• Resourceful
• Diplomacy
• Tact
• Service-oriented
• Microsoft Office Suite