Executive Assistant

Reports To: General Manager
Direct Reports: N/A

SUMMARY OF POSITION:
The Executive Assistant is a highly impactful role that will provide high level administrative support to the President, Shareholders, General Manager, and Organizational Development
Manager. It is a role for a person with a positive and approachable temperament and “Can- do” attitude. The following is a general outline of the responsibilities but may not be an all- inclusive list.

What experience and skills do I need to be successful?

There are a few key qualifications for this role:

• Previous experience in an administrative role supporting executive leadership highly desired.
• Advanced computer competency required in Microsoft Office and for ability to work within company software programs.
• Ability to always provide the highest level of discretion, confidentiality, and professionalism.
• Excellent time management, organizational and project management skills.
• Excellent oral and written communication skills.
• Extremely detail oriented.
• Strong customer service skills.
• Handles a fast-paced environment and deadline pressures well, planning and carrying out responsibilities with minimal direction.
• Experience in small business setting a plus.
• High school degree or equivalent related work experience. A secondary educational degree is a plus.

What will my schedule look like?

This salaried role generally works onsite during office hours Monday-Friday 8a-4:30 pm and at times will require some flexibility for the executive team or business needs.

JOB SPECIFIC RESPONSIBILITIES:

• Act as the point of contact for President, Vice Presidents and General Manager.
• Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executives’ behalf.
• Manage the calendars, including making appointments and prioritizing the most sensitive matters.
• Organize meetings, including scheduling, sending reminders, and organizing catering when necessary.
• Screen and direct phone calls in a polite and professional manner and distribute correspondence.
• Format information for internal and external communication i.e. memos, emails, presentations, reports.
• May take notes during meetings on behalf of leadership team.
• Provide support cross departmentally to support overall business needs.
• Manage daily up-keep of office space including kitchen, conference rooms and storage areas.
• Maintain general office supplies, track inventory and coordinate replenishment.
• Collect and coordinate all mail, shipping and deliveries.
• Oversee consolidated office calendars.
• Support events including shareholders meetings, Summits, lunch & learns, dinner & lunch meetings, and team building activities.
• Coordinate daily calendars of President, Vice Presidents and General Manager; engage with external partners, schedule in-person meetings and calls; ensure all required participants are notified and confirmed.
• Screen communications, respond to emails, and interface with external partners and service providers.
• Assist with the preparation and distribution of all shareholder communications and materials.

Inspired Workplace Interiors 1

Travel Coordination

• Make travel and accommodation arrangements for company team members through

Burkhalter Travel

• Coordinate arrangements for high profile guests to Lerdahl.Expense Reporting and CRMMaintain document management system for storing all expense report and vendor related materials; properly filing and tagging documents for archival and efficient access.

Review all documents and evaluate next steps: archive, action or escalation.
Assist with preparation of expense reports and vendor payments for review and approval within Lerdahl’s system.
Enter new contact information in eManageOne, Constant Contact, Outlook and other critical information systems.

Visitor Relations and Reception

• Greet all visitors and maintain a welcoming environment.
• Welcome visitors and identify the purpose of their visit before directing them to the appropriate department or person.
• Act as a gatekeeper to office space and team; liaison with building security as needed.
• Supervise conference room scheduling and upkeep (including AV and presentation equipment).
• Assist with logistics for out-of-town guests; directions, parking, dining, and accommodations.
• Perform other duties as assigned.

ADDITIONAL CHARACTERISTICS OF THE POSITION:

1. Complexities - Work may be complex at times and varied and has impact and implications on decisions in other components of the organization.

2. Impact of accuracy - Errors may result in somewhat serious consequences involving customer relations, preparation of data and financial loss.

3. Interpersonal relationship skills – Advanced: Skills in understanding and/or influencing people are important to achieving job objectives.

4. Stress factor – May be required to work several hours or attend or conduct meetings beyond the normal day. Receive stressful assignments or work at least once a week.

5. Scope of impact – Decisions normally affect me and the work of others.

SUPERVISORY RESPONSIBILITY:

No financial or budgetary responsibility.
No direct supervision.

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Qualifications: Required Qualifications:

• 3+ years of administrative support experience with increasing degree of responsibility and/or combination of education and relevant work experience.
• Advanced Microsoft Office skills, with ability (and strong desire) to become familiar with firm- specific programs and software.
• High level communicator and safe keeper of information.

Other Qualifications: Preferred

• Experience providing high level administrative support for c-suite / executive level.
• Strong organizational, communication, time management and problem-solving skills.
• Exceptional interpersonal and professional communication skills.
• Proactive mindset, resourceful, anticipatory in potential needs and adaptive to changes.
• Ability to find clarity in ambiguity.
• Exercising a high degree of discretion and confidentiality.
• Desire to work in-office (in-person); with the ability to occasionally be available outside of normal working hours (with flexibility to pivot to remote work).

PHYSICAL ELEMENTS:

1. Physical movement -
Standing – occasionally
Sitting – most of the day
Walking – occasionally
Bending – occasionally
Crouching - occasionally
Pushing/pulling – occasionally
Lifting/lowering – occasionally
Lifting – 5 – 20 lbs
Repetitive motions with hands, wrists, or arms – most of the day
Computer/keyboard – most of the day

2. Exposures -

Cold – occasional – only between meetings and/or site visits where the building isn’t enclosed
Heat – occasional – same as cold
Heights – occasional
Skin irritants – occasional
Lung irritants – occasional
Electrical equipment – occasional
Loud noises – occasional
Sharp tools/instruments – occasional

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Lerdahl: Inspired Workspace Interiors is a commercial interior construction, design and furnishings company serving corporate, healthcare, education and manufacturing clients across Wisconsin,
Eastern Iowa and Northern Illinois. In 2019, we worked with clients in over 30 different states and are a locally owned and operated business entity.

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Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• Middleton, WI 53562: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: In person

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