Overview
We are looking for a levelheaded, positive, and highly organized Executive Operations Coordinator to support executives and internal teams through scheduling, communication, meeting coordination, documentation, and follow-up. This is an excellent opportunity for someone who enjoys creating structure, keeping priorities moving, and playing a key role in supporting projects and daily operations in a collaborative, fast-paced environment.
Duties
- Provide day-to-day administrative support to executives, including calendar management, meeting scheduling, and correspondence.
- Monitor communications, prioritize incoming messages, and respond or delegate as appropriate to ensure timely follow-up.
- Coordinate travel arrangements and prepare expense and time reports with accuracy and attention to detail.
- Take meeting minutes, distribute summaries, and track action items to support accountability and progress.
- Organize and maintain digital records to ensure confidentiality, accuracy, and easy retrieval of information.
- Plan and coordinate meetings and events, collaborating with suppliers, clients, and staff to manage logistics and execution.
- Support special projects and research initiatives, helping teams stay organized and move priorities forward.
- Assist with month-end readiness by monitoring deadlines, reviewing records, and supporting billing-related documentation and operational follow-up.
- Support client licensing renewals, hardware destruction, and other operational processes through tracking, documentation, and follow-up.
- Review ticketing and CRM systems for accuracy and completeness, and follow up with team members as needed.
- Perform additional administrative and project support duties as needed to advance team and organizational goals.
Qualifications
- Associate degree or bachelor’s degree in business administration, project management, or a related field, or equivalent professional experience.
- 2+ years of experience in an administrative, project coordination, or operational support role.
- Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines effectively.
- Excellent written and verbal communication skills, with a professional and responsive approach.
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, as well as calendar management tools.
- Strong attention to detail and commitment to accuracy in documentation, coordination, and follow-up.
- Ability to handle confidential information with discretion and professionalism.
Desired Attributes
- Demonstrated initiative-taking and problem-solving abilities.
- Strong interpersonal skills and a collaborative approach to teamwork.
- Flexibility and adaptability in a fast-paced, changing environment.
- Commitment to continuous learning and process improvement.
- Knowledge of the financial industry and regulations a plus.
This position requires being on location in Wausau 25% time.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Tuition reimbursement
- Vision insurance
Work Location: Hybrid remote in Wausau, WI 54401
