Delavan Holdings is seeking a highly organized and proactive Executive Assistant (EA) to support our EVP/CFO, COO, and CHRO. Typical hours for this role are 8am-5pm, Monday-Friday, onsite in Delavan WI; on occasion there is a need to work additional hours on evenings and weekends during a launch or other events throughout the year.
The Executive Assistant is to stay five steps ahead of their leader, tracking all of the administrative details, and clearing the path for the leadership team to make their greatest contribution to our business. The Executive Assistant will be a key asset to the Executive Leaders by anticipating needs at an exceptionally high level, allowing them to develop vision and strategy for all aspects of Delavan Holdings so that we can reach our revenue and profitability goals. While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the Executive Leaders needs and the needs of the business. The most important responsibility of the Executive Assistant is to ensure that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity in order to support the initiatives of the leadership team.
Duties and Responsibilities:
Ability to multi-task and adapt with time sensitive situations working autonomously with others
Meeting management including preparing agendas, printing financial reports, taking notes, distributing action items, and arranging catering
Communicating on the Executive Leaders behalf both internally and externally
Email and calendar management (both personally and professionally) on behalf of the Executive Leaders
Running errands and varying personal and professional administrative tasks including, but not limited to, booking appointments, research projects, coordinating travel, and ordering gifts/flowers, etc.
Create formal reports, charts/graphs, PowerPoint presentations, and formal business correspondence
Read, analyze, articulate and interpret general business periodicals and reports
Proactive and anticipatory work style, with demonstrated self-motivation and work ethic
Manage multiple tasks simultaneously, set appropriate priorities and accomplish assignments in a thorough and timely fashion
Accounts payable duties and weekly expense reporting on behalf of the Executive Leaders
Regular and predictable attendance on-site from 8 a.m. to 5 p.m. at the Corporate Office location in Delavan, WI, as well as additional hours evenings and weekends during a launch and/or other event throughout the year
Any other duties as assigned by the Executive Leaders.
Qualifications:
Strong proficiency in Microsoft Office Suite, Google Suite, Slack, Zoom, and Asana
Excellent written and verbal communication skills. Able to take a large amount of information and summarize it quickly both in writing and orally on a regular basis.
High level of discretion and ability to handle confidential information
Exceptional organizational skills and attention to detail. This includes proficiency in spelling, grammar, and punctuation.
Ability to anticipate needs and proactively solve problems. EA will strive to anticipate needs and eliminate friction at work and home whenever possible. This means you know how to stay five steps ahead of your leader, clearing the path for them to make their greatest contribution.
Financial knowledge and understanding of accounting terminology
Detailed Orientated. Able to track communication (and be very responsive) across multiple channels without losing any details. Those channels could include in-person meetings, virtual video calls, Slack messages, text messages and/or emails.
Team Player: In addition to working directly with the CFO, COO and CHRO the EA will also work with other leaders and employees across the family of companies and other EA's from other companies. They'll need to be able to collaborate and communicate well with these team members, maintaining a can-do spirit and not complaining, making excuses, or gossiping.
Must possess a valid and unrestricted driver's license
Education, Experience, and Certifications:
Bachelor's degree preferred
2-5 years of experience supporting C-suite executives, with a focus on financial information.
Physical Requirements:
Prolonged periods sitting at a desk and working on a computer
Must be able to lift up to 15 pounds at times
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Delavan Holdings is an equal opportunity employer committed to diversity and inclusion in the workplace. We encourage all qualified individuals to apply.