Executive Assistant Job at Discover Green Bay in Green Bay

Do you find joy in serving your community and being the heart of a dynamic team? At Discover Green Bay, we showcase the very best our Greater Green Bay community has to offer, and that starts with people first: our community, our partners, and our team.

We’re looking for an organized, energetic Executive Assistant who thrives on variety, planning, and problem-solving. As our Executive Assistant, you’ll be the go-to person who keeps everything running smoothly behind the scenes. One day, you might be coordinating meetings and planning events that bring people together; the next, you could be supporting HR, tracking partnerships, or helping with bookkeeping and reporting. Every task, every project, every detail you touch contributes directly to our team’s success and the experience we deliver.

If you’re ready to bring your talents to the heart of Greater Green Bay and help us celebrate what makes this community unforgettable, we want you on our team!

GENERAL SUMMARY:

Provides comprehensive administrative support to all departments and executives while serving as a central point of coordination across the organization. Responsibilities include office operations, HR and bookkeeping support, CRM management, reporting and analytics, calendar management, correspondence, meeting and event planning, and special projects. Ensures a professional, organized workplace environment while upholding strict confidentiality.

RESPONSIBILITIES: ESSENTIAL JOB FUNCTIONS:

• Provide comprehensive administrative support to all departments and company executives
• Serve as the primary point of contact among executives, employees, clients, board members, and all other partners, walk-in visitors, and callers including government and media agencies.
• Support human resources functions by assisting with recruitment coordination, employee onboarding, personnel record management, benefits administration, and employee engagement initiatives.
• Assist with bookkeeping tasks such as accounts payable/receivable, expense tracking, invoice processing, and routine financial reporting.
• Maintain a clean, organized, and professional administrative space, including the welcome desk, waiting area, conference rooms, and communal staff areas, while managing inventory and ordering office supplies as needed in accordance with company budget and policies.
• Coordinate staff and office schedules, manage in-office meeting space reservations, secure meeting sites, and oversee invitations and RSVPs.
• Assist in planning and managing all company events from on-site and offsite including but not limited to tracking invitations and RSVPs, arranging menus and registration, recording minutes, preparing and distributing documents, and providing on-site event support to ensure successful outcomes.
• Manage the customer relationship management (CRM) system to ensure accurate, up-to-date account information including contacts, listings, payments, communications, and tracking.
• Prepare and analyze operational reports to provide actionable insights for management, including performance indicators, engagement measures, revenue tracking, partnership activity, invoicing, and project outcomes
• Provide a wide range of administrative support including document preparation, editing, copying, packaging, and distribution.
• Support visitor center with operational and hospitality assistance as needed.
• Upholds complete confidentiality of all information received and keeps any information critical to that position.
• Maintains up-to-date knowledge computer systems, building operations, and company procedures.
• Maintains a well-informed, working knowledge of Greater Green Bay area tourism industry facilities and acts as a liaison between these entities and the customer.
• Travels occasionally, up to quarterly, to maintain industry knowledge, strengthen partner relationships, and represent the organization at tourism-related meetings, conferences, and events.
• Demonstrates the company’s values and culture.
• Performs all other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• General knowledge and skills at a level normally acquired through completion of an associate degree in Business Administration, Communication, Hospitality, Human Resources, Accounting, or related field preferred.
• Four years work experience in a professional environment required.
• Necessary attributes would include being capable of exercising diplomacy, discretion, and confidentiality.
• Strong service-oriented mindset with the ability to find value in supporting others, elevating the work of colleagues, and advancing the organization’s overall mission.
• Excellent interpersonal skills, cultivating strong relationships with company personnel, board members, hospitality partners, stakeholders, and visitors.
• Requires high level of organizational skills and capacity to manage multiple projects simultaneously, track deadlines, and ensure tasks are completed efficiently on time.
• Strong tech skills using multiple software packages as well as comfort learning and troubleshooting new software, hardware issues, updated platforms, or digital tools.
• Operating knowledge of standard office equipment such as: fax, copy machine, postage meter, etc.
• Proficient in typing, proofreading, and editing reports, correspondence, complex tables, forms, and other documents, with strong attention to detail and accuracy to ensure high-quality materials are produced on time from rough drafts, marginal notes, or instructions.
• Ability to anticipate needs, identify potential challenges, interpret management needs, prepare actionable reports, ensure data-driven decision making, and propose solutions before issues arise.
• Emotional stability and personal maturity are important attributes in this position.
• Superb ability to assume ownership of responsibilities and special projects, managing tasks independently while keeping leadership informed and meeting objectives on schedule.
• Strong desire to continually learn and implement new ideas and industry best practice.
• High-performing, innovative individual who operates with exceptional collaboration.

EQUIPMENT TO BE USED:

• Standard office hardware including laptop/desktop computers, multi-line phone systems, printers, scanners, postage equipment, fax machine, etc.
• Business software applications including but not limited to Microsoft Office, Google Docs, and Customer Relations Management (Simpleview) platforms, accounting systems, databases, and cloud-based collaboration tools.
• Audio/Visual equipment such as projectors and other presentation/speaker related equipment.
• Trade show booths, displays and equipment associated with trade shows.
• Must be able to operate a motor vehicle and have a valid driver’s license.

TYPICAL PHYSICAL DEMANDS:

Frequent mobility and/or sitting required for extended periods of time. Requires eye-hand coordination and manual dexterity to operate keyboard and other standard office equipment. Eyesight correctable to 20/20 required to read communications, reports, and computer terminals. Requires hearing within normal range when communicating with company personnel or clients in person or via the telephone. Must have a valid driver’s license to perform outside convention services calls. Requires occasional lifting up to 50 pounds. May require some irregular work hours.