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Career Opportunities >> Executive Assistant/Facilities Manager
Executive Assistant/Facilities Manager
Summary
Title:Executive Assistant/Facilities Manager
ID:1047
Work Location:New Berlin, WI
Department:Administration
Travel Req:na
Description
Provide administrative support to Executive(s) for schedule management, customer and partner engagement, project management and proactive relationships. Plan, research, and manage information and presentations for special projects.  Manage facilities to include but not limited supplies, the WennSoft store, vendors and maintaina comfortable work environment for all team members.  This individual will provide a “WOW” experience on every interaction with internal and external customers.
 
ESSENTIAL DUTIES AND RESPONSIBILITIES
 
General
  • Contribute in the achievement of the corporate goals. 
  • Ensure a Wow experience and demonstrate the corporate values in all interactions.
  • Establish and follow through with personal development goals to support the success of the company and personal growth.
  • Seek to improve operational efficiency in the position as opportunities present.
 
Leadership
 
  • Give and accept feedback; actively listen and respond; lead by example; and motivate, inspire, and drive the team with a continual focus on the “Wow” experience.
  • Work closely with the senior leadership team to establish department goals and objectives in support of the corporate strategic plan.
  • Communicate the strategic plan to department team members.
  • Oversee the development and progress of Individual goals to support the company strategic plan.
  • Review analysis of activities, costs, operations and data to determine departmental progress toward stated goals and objectives.
  • Carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws.  Responsibilities include interviewing, hiring and training team members; planning, assigning and directing work; appraising performance; recognizing contributions from team members and providing feedback when needed; addressing complaints and resolving problems, etc.
 
Administrative Duties
  • Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans.
  • Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
  • Improves quality results by studying, evaluating, and re-designing processes; implementing changes
  • Work independently on assigned tasks within established parameters.  Prioritize work to maintain quality outcomes while achieving established deadlines.
  • Follow up on projects and tasks with President.
 
  • Act as a project manager for special projects, which may include but is not limited to:  planning and coordinating multiple presentations, disseminating information, and organizing company-wide events. 
  • Work independently and within a team on special and nonrecurring and/or ongoing projects.   Conduct various research projects and/or special projects as needed.
  • Management of President’s schedule in relation to agendas, reports, meeting conflicts and meeting preparation. 
  • Schedule and organize complex activities such as meetings, travel, and department actions.
  • Handle confidential and non-routine information.
  • Create and develop visual presentations.  Type and design general correspondence, email, charts, tables, graphs, business plans, meeting minutes, etc. ensuring a high level of accuracy.
  • Update Sharepoint Executive portal and other portals as needed.
  • Maintain WennSoft store inventory and manage electronic company store.
  • Schedule meetings and interviews as requested.  Update team member change requests and process paperwork.  Assist with Admin/Office environment processing of new hires and separations.
  • Supervise the maintenance of office facilities, including office equipment such as UPS, copier, fax machine, postage machine, office supplies, etc.
  • Ensure front office experience meets expectations and demonstrates WennSoft values in person and via telephone and email.
  • Responsible for facility management including security, lighting, warehouse, cleaning staff, heating and air issues etc.
  • Back up to answer operator calls.
  • Manage company accounts including Live Meeting and Intercall accounts.
  • Oversee corporate apartment facilities and corporate vehicles.
  • Complete personal errands on behalf of executive(s) as needed.
  • Other duties may be assigned.
 
SUPERVISORY RESPONSIBILITIES
Responsible for supervision of the Receptionist/Administrative Assistant.
 
 
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Key Competencies
  • organizational and planning skills
  • communication skills
  • information gathering and information monitoring skills
  • problem analysis and problem solving skills
  • judgment and decision-making ability
  • initiative
  • confidentiality
  • attention to detail and accuracy
  • flexibility
  • scheduling & travel logistics
 
EDUCATION and/or EXPERIENCE
  • Bachelor’s degree or equivalent, 5+ years work experience with at least 3 years’ experience providing support at the executive level.
  • Knowledge of standard office administrative practices and procedures
 
REQUIRED TOOLS AND TECHNOLOGY
Proficient in Microsoft Word, Microsoft Excel, Microsoft PowerPoint and Microsoft Outlook 2010 or higher is required.
MSCRM experience a plus
 
LANGUAGE SKILLS
Excellent verbal and written communication skills to communicate effectively with customers, vendors, and team members at all levels of the organization.  Effectively present information and respond to questions.  Ability to respond effectively to the most sensitive inquiries. 
 
 
REASONING ABILITY
Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.  Must be able to identify sensitive and confidential situations or information and address them as such.  Ability to define problems, collect data, establish facts, and draw valid conclusions.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
 
OTHER KNOWLEDGE, SKILLS, OR ABILITIES
Other skills needed to perform this job include:  active learning, active listening; critical thinking; monitoring performance of others; complex problem solving; financial management; time management; resource management; customer service skills; social skills; administrative and clerical procedures; project management; organizational and prioritization; and independent judgment and decision making skills.
 
CERTIFICATES, LICENSES, REGISTRATIONS
Valid driver’s license with acceptable driving record.
 
PHYSICAL DEMANDS 
The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
While performing the duties of this job, the team member is regularly required to sit; use hands to finger, handle or touch; talk or hear; and lift small packages up to 40 pounds.  Occasionally, the duties of this job will require the ability to move tables and chairs for meeting room and event set-up or tear-down and drive company vehicles to transport others.
 
WORK ENVIRONMENT 
The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
 
Some local travel required as part of errands.  Extended workday or occasional weekend work hours required on occasion to complete planning and execution of projects or other assignments. 
This opening is closed and is no longer accepting applications
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