Executive Administrative Assistant

POSITION SUMMARY

The Executive Administrative Assistant serves as a trusted partner to the Chief People Officer, providing proactive, high-level administrative and project support to optimize executive effectiveness and advance strategic People initiatives. This role leverages exceptional communication, discretion, organization, and prioritization skills to anticipate needs, manage competing priorities, coordinate projects, and ensure seamless day-to-day operations. The Executive Administrative Assistant fosters productive interactions with internal and external stakeholders while supporting the successful execution of key People and Culture programs and initiatives.

This position is located onsite at our Corporate Headquarters in Appleton, WI.

JOB RESPONSIBILITIES

Strategic Executive Support

• Provide strategic administrative support to the Chief People Officer, ensuring effective use of time and managing priorities with exceptional judgment
• Manage complex calendars, travel arrangements, meeting logistics, and follow-up tasks.
• Prepare executive-level presentations, reports, and briefing materials.
• Actively support organizational changes, development efforts, and internal projects.

Operational Excellence

• Drive continuous improvement in administrative processes, tools, and workflows.

• Independently initiate and manage projects, information flow, and team coordination

• Prepare meeting agendas, facilitate follow-through on action items, and ensure leadership meetings are productive and purposeful

• Manage expense reports with accuracy and timeliness

• Maintain organized, efficient systems for documents, records, and information flow

• Coordinate high-visibility events, offsites, and leadership gatherings from concept to execution

Strategic Contribution

• Partner with the Chief People officer on special projects, business planning, and strategic initiatives.

• Draft, edit, and send communications on behalf of the Chief People Officer with consistent voice and messaging.

• Analyze data and prepare insights to support executive decision-making.

• Build and maintain positive, strategic relationships across all levels of the organization.

• Use sound judgment and organizational knowledge to anticipate needs and enable decision-making.

Confidentiality & Professional Integrity

• Handle all proprietary, sensitive, and personnel-related information with the highest level of discretion and professionalism.
• Maintain the trust of leadership and team members by consistently demonstrating integrity and professionalism
• Demonstrate strong judgment in managing priorities and resolving issues independently.
• Live our values of High Performance, Caring Relationships, Strategic Foresight, and Entrepreneurial Spirit
• Find A Better Way by championing continuous improvement and quality control efforts to identify opportunities to innovate and improve efficiency, accuracy, and standardization
• Continuously learn and develop self professionally
• Support corporate efforts for safety, government compliance, and all other company policies & procedures
• Perform other related duties as required and assigned

QUALIFICATIONS

• 4 - 7+ years of experience providing executive-level administrative support
• Proven track record of handling confidential, sensitive information with absolute discretion and professional maturity
• Exceptional written and verbal communication skills - polished, precise, and professionally compelling
• High proficiency of Microsoft Office Suite: Outlook, Word, Excel, PowerPoint, Teams and SharePoint.
• Familiarity with AI-powered tools and productivity platforms (e.g., Copilot, Claude or similar)
• Outstanding organizational and prioritization skills with a consistent ability to meet deadlines and manage competing demands
• Proactive self-starter with the ability to independently identify and resolve issues before they escalate
• High business acumen - able to understand organizational context, strategic priorities, and leadership dynamics
• Demonstrated ability to manage complex logistics, schedules, and multi-layered projects simultaneously
• Professional, polished demeanor that reflects executive office standards in all settings

DIVISION:

Corporate

U.S. Venture will not offer sponsorship for employment status (including, but not limited to, H-1B, TN, E-3, F1, CPT, OPT, STEM OPT, visa status and other employment‑based nonimmigrant visas) for this position. Accordingly, all applicants must be currently authorized to work in the United States on a full‑time basis and must not require U.S. Venture's sponsorship to continue to work legally in the United States. In general, U.S. Venture does not sponsor candidates for nonimmigrant visas or permanent residency except when there is a specific business need.

U.S. Venture will not accept unsolicited resumes from recruiters or employment agencies. In the absence of an executed recruitment Master Service Agreement, there will be no obligation to any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without an agreement, U.S. Venture shall reserve the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, shall be deemed the property of U.S. Venture.

U.S. Venture, Inc. is an equal opportunity employer that is committed to inclusion and diversity. We ensure equal opportunity for all applicants without regard to race, color, religion, sex, sexual orientation, gender, gender identity or expression, marital status, age, national origin, disability, veteran status, genetic information, or other protected characteristic. If you need assistance or an accommodation due to a disability, you may call Human Resources at (920) 739-6101.

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