Assistant Admin Jobs in Madison, WI (NOW HIRING)

Jump into this high-energy role as a Department Administrator within Manufacturing Engineering – where organization meets impact! In this fast-paced, detail-driven position, you’ll be the backbone of daily operations - coordinating projects, managing critical data, streamlining reports, and keeping teams aligned and moving forward. This is an exciting opportunity for someone who thrives on multitasking, takes pride in precision, and enjoys working in a highly collaborative environment.

Perks & Benefits
• Generous paid time off – Enjoy over 4 weeks of PTO in your first year
• Comprehensive health coverage – Medical, dental, and vision insurance starting on day one
• Flexible Spending Accounts (FSA) available immediately
• Employer paid life and disability insurance
• 100% employee owned company! ESOP ownership benefits begin after one year of service
• Retirement savings options – Pre tax 401(k) and Roth 401(k) plans with employer match

Interested candidates should apply or contact Mia Doyle at mia.doyle@etcconnect.com with questions.

Representative Responsibilities:
• Produces and routes correspondence, reports and other documentation
• Independently creates, compiles, prepares and distributes reports, selecting pertinent information from various resources as requested
• Monitors the data entry inbox - entering data and assigning tasks as needed
• Assigning tickets and tasks in Jira
• If applicable designs, creates and generates advanced documents and reports
• Performs other clerical and statistical assignments where trust and accuracy are involved
• Budget/Expense/Variance monitoring as requested
• May be responsible for sourcing and ordering parts
• Provides complex administrative support within Manufacturing Engineering
• Establishes and maintains files and filing systems, including Prod_Docs which contains the official manufacturing documentation for ETC parts and assemblies
• Reconciles departmental records
• Responsible for maintaining departmental procedures &
• Works extensively within business system utilized by department
• Provides meeting services assistance as requested
• Coordinates meetings, presentations, and department events
• Prepares materials for discussion and presentation
• Responsible for taking and publishing meeting minutes for meetings requiring the highest level of confidentiality
• Follows up on action items as needed
• Provides administrative support on special projects
• Responsible for handling confidential, proprietary information in a professional manner
• Ability to support international duties in the scope of the position
• Coordinates and conducts training as requested
• May assist with answering company phone lines
• May work with internal and external customers to resolve issues
• If applicable, greets & assists guests in a timely and professional manner
• Flexibility to move within a pool of resources to complete tasks in other departments based on company need
• Completes other duties as assigned
• Special projects and requests are completed in a timely and positive fashion

Minimum Qualifications:
• Associates degree or 3-4 years of increasingly responsible positions in an admin department
• Experience in a team environment
• Demonstrated ability to consistently perform the duties of an Administrative Assistant II.
• Demonstrated mastery in business systems (SAP, etc.) if required
• Ability to interact with other employees, work as a team
• Ability to read and understand complex written and verbal instructions
• Ability to use advanced functions within Microsoft Word, Excel, Outlook, PowerPoint, etc.
• Ability to produce documents/reports and create presentation materials
• Ability to project a friendly and professional demeanor
• Ability to work well under pressure
• Excellent communication and interpersonal skills
• Proven ability to deal with all levels of personnel and maintain strict confidentiality
• Proven ability to work independently
• Proven ability to multitask
• Excellent organizational skills and attention to detail
• Analytical skills, ability to understand relationship between transactions
• Subject Matter Expert in department they support
• SAP knowledge preferred
• Knowledge of specific department duties (example Finance, Purchasing, etc.) preferred