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Presidential Admin & Leadership Event Coordinator – SoftwareOne

Company Name: SoftwareOne
: Milwaukee, WI
Type: Full Time

Job Description:

The Presidential Admin and Leadership event coordinator plays a pivotal role in providing high-level administrative support to supported senior executives while actively contributing to strategic initiatives and organizational goals. This position requires a combination of executive support expertise, strategic thinking, and proactive problem-solving skills. The Presidential Admin and Leadership event coordinator serves as a trusted partner to the executive team, ensuring seamless operations and effective execution of strategic priorities. This role supports 3 VP executive leaders and/or global partner VPs and will report into the Strategic Program Director as part of the Strategic Support Team. As part of the Strategic Support team this role will be called upon to support various strategic initiatives in project coordination based on need and available capacity.

Role & Responsibilities

  • Calendar Management: Effectively manage the calendars of VP leadership personnel, including scheduling meetings, appointments, and travel arrangements (if desired). Coordinate negotiation of double-booking and rescheduling of conflicts in an efficient and effective manner.
  • Proactive and Critical Thinking: Ability to solve problems and avoid issues by evaluating risks and details prior to a problem.
  • Communication Management: Serve as the primary liaison between leadership personnel and internal/external stakeholders, including screening and prioritizing incoming communications (ex: emails), drafting correspondence, and preparing reports. Exhibit good listening skills, the ability to take direction and ask questions for understanding.
  • Meeting Coordination: As needed: organize and coordinate meetings, conferences, travel arrangements, and events attended or hosted by leadership personnel, including scheduling, agenda preparation, logistics management, and follow-up activities.
  • Information Management: Maintain confidentiality and discretion in handling sensitive information and documents, ensuring appropriate dissemination and storage of information.
  • Development and Maintenance of Team Distribution Lists (DL): For every VP supported, ensure that his or her team has an accurate DL.
  • Strategic Support: As needed for VP and Strategic Program Director: provide strategic support to leadership personnel by conducting research, analyzing data, project tracking and preparing materials for presentations, meetings, and speeches.
  • Document Preparation: Draft, proofread, and edit documents, emails, memos, and other materials on behalf of leadership personnel, ensuring accuracy and adherence to company standards.
  • Project Coordination: Assist the Strategic Program Director in managing special projects and initiatives, including tracking project timelines, coordinating resources, and facilitating communication among project team members.
  • Administrative Support: Provide general administrative support to the supported VPs, including managing expenses, processing invoices, maintaining filing systems, and other administrative tasks as needed.

Success Criteria

  • Discretion and Confidentiality: Maintaining strict confidentiality and discretion in handling sensitive information and documents related to the President’s office and organizational matters.
  • Efficient Calendar Management: Successfully manage the calendars of supported leadership personnel, ensuring all appointments, meetings, and commitments are organized and prioritized effectively. Appointment requests are scheduled within 24 hours of the request and emergency requests are actioned within 2 hours.
  • Effective Communication: Serve as a central point of contact for internal and external stakeholders, handling inquiries, and emails, promptly and professionally.
  • Meeting Coordination: Facilitate seamless meetings by coordinating logistics, preparing agendas, distributing materials, and ensuring follow-up actions are documented and tracked.
  • Information Management: Maintain confidentiality and accuracy in handling sensitive information, documents, and communications.
  • If supporting our Global Legal Leadership: Assist with legal specific tasks such as routing documents for signature, manage legal file database, organize and create litigation files and initial document intake
  • Development and Maintenance of Team Distribution Lists: For each VP supported ensure that his/her team has an accurate DL and that it is updated on monthly basis.
  • Strategic Support: As needed, provide valuable support to leadership personnel by conducting research, preparing reports, presentations, and briefing materials, and assisting with strategic initiatives and projects.
  • Proactive Problem-Solving: Anticipate potential issues and proactively address them, demonstrating resourcefulness and initiative in finding solutions.
  • Attention to Detail: Ensure all documents, correspondence, and materials prepared on behalf of leadership personnel are accurate, error-free, and aligned with organizational standards.
  • Expense Process Management: Travel expenses are submitted to Concur within 24-48 hours of submission by leader.
  • Timely Execution: Meet deadlines and deliverables consistently, demonstrating the ability to work efficiently under pressure and prioritize tasks effectively.
  • Collaborative Partnership: Develop a strong working relationship with the leadership team, demonstrating professionalism, discretion, and trustworthiness in all interactions.
  • Continuous Improvement: Seek opportunities for professional development and process improvement, staying updated on best practices and technologies to enhance productivity and effectiveness in the role.
  • Positive Contribution to Team Dynamics: Contribute to a positive and collaborative work environment by fostering teamwork, supporting colleagues, and promoting a culture of excellence and mutual respect.
  • Feedback and Performance Review: Solicit feedback from the leadership team and other stakeholders on performance, actively engage in performance reviews, and demonstrate a commitment to ongoing learning and development.
  • Bilingual is a nice to have.

What We Offer

  • Generous pay with bonus structure
  • Independent environment without a lot of red tape where you are empowered to make decisions
  • Substantial benefits package that includes:
  • Full suite of medical coverage with A+ carriers, Dental and Vision with strong employer contributions
  • Additional voluntary coverage available for Pet, Identity Theft Protection, Accident & Critical Illness
  • 401k program with employer matching 50% up to the first 10% of employee’s contributions
  • Wellness plan that includes credits to premiums and employer contributions towards savings plan of your choice
  • Access to EAP and concierge services
  • Pre-Paid Legal at no cost
  • Abundant time off that includes paid holidays, floating holidays, your birthday off, a volunteer day, and discretionary time off (DTO)
  • Employee stock purchase plan
  • Learning and development opportunities galore
  • Tuition reimbursement
  • And much more!
  • Specific to Milwaukee-based office employees: company paid parking
  • Winning culture, inclusive environment, and friendly people all over the world
  • A remote-friendly organization, with colleagues working remotely either part or full-time

What We Need To See From You

  • Bachelor’s degree in business administration, Communications, or related field preferred.
  • Proven experience (2-4 years) as an executive assistant or similar role supporting C-suite executives in a corporate environment.
  • Proactive and Critical Thinking allowing for risks to be mitigated prior to becoming issues.
  • Strong problem-solving and decision-making skills.
  • Exceptional organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
  • Strong written and verbal communication skills, with a high level of professionalism and attention to detail.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Microsoft Teams), and other office productivity software.
  • Discretion and confidentiality in handling sensitive information.
  • Ability to work independently with minimal supervision and collaborate effectively in a team environment.
  • Flexibility to adapt to changing priorities and work well under pressure.
  • Bonus points if you are a notary, if not willing to become one.
  • Bilingual a plus.

At SoftwareOne, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

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