Executive Operations Associate

Innovenn, Inc.

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Executive Operations Associate

Madison, Wisconsin, United States | Full-time | Partially remote

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The Executive Operations Associate, reporting directly to the CEO, provides high-level administrative support to daily operations functions. This role is responsible for managing a wide range of tasks, including document preparation, travel arrangements, scheduling internal and external meetings, and ordering corporate supplies. Serving as a key point of contact, the Executive Operations Associate interacts with a diverse group of stakeholders across all levels of the organization and with external visitors. This role requires strong independent judgment, exceptional organizational skills, and the ability to manage a challenging workload in a fast-paced environment.

Essential Duties And Responsibilities
Provides executive administrative support to the CEO, as needed ensuring quality work products are provided consistently and all communications are professional.

Maintains CEO's appointment schedule by planning, scheduling and organizing meetings, national and international travel, and attendance/participation at conferences, as needed ensuring continuity and smooth operations.

Performs desktop publishing, creating and developing visual presentations for the CEO to present professional and high-quality products.

Responsible for producing high-quality documents and materials by performing a variety of tasks including transcription, formatting, design, data entry, editing, retrieval, copying, and transmission of text, data, and graphics. Ensure the accuracy, consistency, and clarity of all final outputs.

Coordinates and arranges logistics for Board of Advisors meetings and assists with creating agendas and compiling meeting materials.

Works in collaboration with Finance on administration tasks related the corporate accounts and payables.

Assists with the contract management activities of the organization to maintain accurate and organized files.

Plans, organizes, and coordinates internal and external events, in collaboration with leadership ensuring all logistical details are managed effectively to support successful execution and positive participant experiences.

Coordinate, monitor client and staff gifts for holidays and other occasions as needed.

Welcomes guests and clients by greeting them, in person or on the telephone: answering or appropriately directing inquiries ensuring a professional and friendly environment.

Other Duties And Responsibilities
Support vendor relationship management and serve as a secondary point of contact.

Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifies receipt of supplies.

Serves as liaison with property management group ensuring operation of equipment by completing preventive maintenance requirements; follows manufacturer's instructions; troubleshoots malfunctions; calls for repairs, maintains equipment inventories; evaluates new equipment and techniques.

Oversight of the procurement, inventory, and lifecycle of all IT hardware and software assets. Ensures cost-effective purchasing aligned with organizational needs, maintains vendor relationships, and coordinates with IT and finance teams to support budgeting, compliance, and strategic planning. Oversees equipment deployment, tracking, and disposal to ensure operational efficiency.

Note that this position description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required in the performance of this job.  Duties, responsibilities and activities may change at any time with or without notice.

Minimum Education, Skills And Experience Required
Associate's degree required, along with at least 5 years of executive administrative support experience, including direct support to C-suite executives.

• Proven self-starter with the ability to proactively support executives in developing creative solutions that drive business results
• Exceptional written and verbal communication skills, with the ability to convey information clearly, professionally, and appropriately to diverse audiences
• Strong technical proficiency with Microsoft 365, including advanced skills in Outlook, PowerPoint, Word, Excel, SharePoint and Teams
• Expert-level experience with Adobe Acrobat for document creation, editing, and management
• Demonstrated ability to work independently while maintaining accountability and delivering high-quality results
• Strong interpersonal skills with the aptitude to build and sustain effective working relationships with internal teams and external partners
• Highly organized and capable of managing multiple tasks and priorities under tight deadlines
• Proven ability to manage and safeguard confidential and sensitive information.
• Experience coordinating travel logistics, managing supplies, and supporting day-to-day operational needs in a fast-paced environment

Company Benefits And Perks

• Great Corporate Culture and Team
• Competitive Compensation
• Nine (9) Paid Holidays
• 3 Weeks/Year PTO Accrual Rate at Start
• Medical (both HMO and PPO Options), Dental and Vision - Employer paid 70%
• Employer paid Long-term Disability, Short-term Disability, AD&D/Life Insurance - $10,000
• 401k
• Employee Assistance Program (EAP)

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