Executive Assistant

Wausau Window and Wall Systems

POSITION SUMMARY

The Executive Assistant provides high-level administrative support to the AFS Executive Team, performing a variety of tasks related to organization, communication, and management. The role is critical in ensuring the smooth and efficient operations, often serving as the support for scheduling, project management, and coordination of key meetings.

POSITION DUTIES and RESPONSIBILITIES

• Office Management
  • Oversee the maintenance of office facilities and equipment.
  • Manage office supplies inventory and procurement processes.
  • Ensure efficient and cost-effective office operations, including mailroom operations.
  • Serve as the administrator for the Envoy system.
  • Develop and update administrative policies, procedures, and Standard Operating Procedures (SOPs).
• Executive Administrative Support
  • Coordinate AFS quarterly town hall meetings, schedules, and presentations.
  • Prepare expense reports, track reimbursements, and ensure correct credits/debits.
  • Manage highly sensitive/confidential information and use appropriate discretion in the management of information and stakeholders.
  • Assist with planning execution of company events, leadership meetings, and dinners as required by the executive team.
• Calendar Management
  • Maintain and manage the executive’s complex schedule, coordinating meetings and travel arrangements.
• Budget Management
  • Assist in the preparation and monitoring of the administrative budget.
  • Assist in the preparation and monitoring of the community outreach budget(s).
  • Track expenses, obtain receipts, and ensure adherence to budgetary constraints.
• Recordkeeping
  • Maintain accurate and up-to-date records and documentation.
  • Ensure the confidentiality and security of sensitive information.
• Customer Service
  • Address inquiries and handle administrative issues promptly.
  • Foster positive relationships with internal and external stakeholders.
  • Promote and maintain a positive company culture and an upbeat atmosphere.

• Communication
  • Identify and implement process improvements to enhance communications as applicable.
  • Manage communication with external and internal customers, management, and teams reporting to the AFS executives as applicable.
  • Monitor applicable email groups to ensure accuracy and timeliness in communications.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned and required.

EDUCATION and EXPERIENCE REQUIREMENTS

• Qualified candidates will possess a bachelor’s degree in business administration, communications, or related field. 
• Proven experience as an Executive Assistant or similar role supporting C – level executives.

SKILL and KNOWLEDGE REQUIREMENTS

• Ability to work independently yet collaboratively across organization boundaries with others at all levels and across different teams and cultures.
• Must have excellent verbal and written communication skills and be proficient in computer skills (Excel, Word, and PowerPoint). 
• Uphold the highest level of integrity and business professionalism to be able to deal with highly sensitive information with absolute confidentiality.
• Ability to identify, solve, and follow-through on problems, and act independently to achieve results with a high degree of accuracy, professionalism, and attention to detail, exploring multiple angles for solutions. Ability to work under pressured deadlines and manage multiple demands in a composed and tactful manner.
• Ability to build strong relationships with a wide range of executives, associates, customers, etc., in various executive, and operational roles.
• Detail-oriented and open minded to new processes.
• Self-directed with sound judgment and organizational skills and a strong work ethic.
• Ability to handle a high level of ambiguity and take effective action.
• Humble and assertive with a high level of integrity and a positive “can-do” attitude. Team player who is flexible and willing to jump into whatever is needed. Agile in response to shifting priorities.
• Knowledge of corporate organization and ability to navigate it and knowledge of departmental business practices and tools.

SUPERVISORY RESPONSIBILITIES

• None

WORK ENVIRONMENT/TRAVEL REQUIREMENTS

• Office environment with occasional visits to the manufacturing floor. 
• The noise levels in the work environment are usually moderate. 
• Minimal travel required.

PHYSICAL REQUIREMENTS

Regularly required to sit or stand, reach, bend and move about the facility. While performing the duties of this job, the employee is regularly required to talk and hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

AFS is an Equal Opportunity Employer.

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Apogee and our brands are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status or any other characteristic protected by state or federal law.