Administrative Coordinator for Executive Leadership Support

6 days ago

Madison, Wisconsin, United States Universal Presentation Concepts Full time
Job Overview

We are seeking a highly skilled and detail-oriented Administrative Assistant to support our executive leadership team at our Madison, WI facility.

About the Role

This is a salaried position that works office hours Monday-Friday 8a-5p with flexibility for business needs. The successful candidate will provide high-level administrative support to the General Manager, Director of Sales, and Marketing Manager.

Duties and Responsibilities
  • Provide administrative assistance such as writing/editing emails, drafting memos, creating presentations, running reports, and preparing communications on the executives' behalf.
  • Prepare customer quotes in a timely and accurate manner.
  • Initiate work orders ensuring all information is complete and correct for pass-off to proper area.
  • Receive expenses and labor reports for off-site Installers, check for accuracy, code to proper area, and submit to accounting. Record expense information in company computer program.
  • Maintain comprehensive and accurate records.
  • Take notes during meetings on executives' behalf.
  • Organize meetings, including scheduling, sending invites, and reminders, and organizing catering when necessary.
  • Screen and direct incoming phone calls in a polite and professional manner.
  • Welcome visitors and identify the purpose of their visit before directing them to the appropriate department.
  • Provide support cross-departmentally to achieve overall business needs.
  • Act as Universal Presentation Concepts brand ambassador both internally and externally with the utmost professionalism.
Requirements and Qualifications
  • Previous experience in an administrative role supporting executive leadership is highly desired.
  • Advanced computer competency required in Microsoft Office. Ability to learn and work within proprietary company software programs.
  • Ability to always provide the highest level of discretion, confidentiality, and professionalism.
  • Project management experience is a plus.
  • Working cross-functionally with a team throughout a project to ensure deadlines are met.
  • Excellent oral and written communication skills.
  • Extremely detail-oriented.
  • Outstanding organizational and time management skills.
  • Critical thinking and troubleshooting skills used in completing tasks.
  • Great Customer Service skills.
  • Thrives in a fast-paced environment with deadline pressures.
  • Planning and carrying out responsibilities with minimal direction.
  • A positive, proactive demeanor resulting in superior teamwork and collaboration with team members while demonstrating a commitment to excellence.
  • Ability to read, write, and speak English fluently to communicate effectively with team members across the company and externally.
  • Experience in a small business setting is a plus.
  • High school degree or equivalent related work experience. A secondary educational degree is a plus.
Salary and Benefits

The salary for this position is $55,000 per year, commensurate with direct experience, skills, and time spent in a related role. We also offer a competitive benefits package, including five different health insurance plan options through Quartz, dental and vision insurance through Delta, a 401(k) plan with 50 cents paid for every dollar contributed up to 6% of your salary, voluntary short-term disability, long-term disability, and life insurances through Unum, paid time off, six paid company holidays, an Employee Assistance Program for all employees starting day one providing five free mental health counseling sessions annually, monthly perfect attendance awards, employee appreciation lunches and awards, free apparel on your work anniversary, coworkers who feel like family, and unlimited opportunities for training and growth.

This position pays a competitive wage. We are proud to offer a comprehensive benefits package designed to meet the diverse needs of our employees and their families. Our benefits include: five health insurance plan options, dental and vision insurance, a 401(k) plan, short-term and long-term disability insurance, life insurance, paid time off, six paid company holidays, an Employee Assistance Program, perfect attendance awards, employee appreciation, and free apparel.

About Universal Presentation Concepts

We are an employee-centric company of 50 employees and growing where the leadership knows not just your name, but what's important to you. We believe that our continued success is dependent on the well-being of our valued employees. This is proven by our investment in a competitive benefits package, competitive pay, internal career paths, and the incredible sixty percent of our team that has been with the company fifteen years or longer. We are rapidly growing and need great people to take us into the next chapter of UPC success.

We have been a family-owned manufacturing retail store fixtures and point-of-purchase displays in Madison, WI for over forty years. We cater to a wide range of industries including stationery, gift, housewares, home appliances, and sporting goods. We have become the industry leader in designing and manufacturing quality fixtures and displays for consumer products and are proud that our products are made in America. We are unique because we have many processes done in-house. We work with a variety of materials on a daily basis. Our processes include large format printing, silk screening, CNC machining, vacuum forming, edge banding, finishing, plastic fabrication, custom/studio work, assembly and packaging, warehouse and shipping.

Universal Presentation Concepts is an Equal Opportunity Employer. All employment is decided on the basis of qualifications, merit, and business need. Diversity is valued and UPC will not tolerate discrimination or harassment in any form. Candidates for the position stated above are hired on an 'at-will' basis. Nothing herein is intended to create a contract.

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