Executive In Jobs in Madison, WI (NOW HIRING)

Description

The Executive Assistant provides high‑level administrative, operational, and personal support to senior executives. This role coordinates complex scheduling, manages correspondence, plans events and travel, maintains financial and legal records, and serves as a key liaison across internal departments, external partners, charitable organizations, and family offices.

Key Responsibilities

Executive Support

Manage executive calendars, schedule meetings, coordinate quarterly board meetings, and handle all incoming mail and calls.

Prepare, proofread, edit, and distribute executive and company-wide announcements.

Order meals for executive meetings and maintain office hospitality supplies.

Notarize documents as needed.

Foundation Support

Respond to product donation inquiries; prepare decline letters and route eligible requests.

Coordinate and schedule Foundation board meetings.

Maintain the Foundation checkbook and process charitable payments.

Coordinate participation in charity events, concerts, and golf tournaments.

Sales & Corporate Support

Plan and execute offsite events including VIP golf outings, advisory council meetings, and dealer visits.

Create invitations, coordinate RSVPs, book travel, lodging, venues, and transportation.

Assist with event logistics including nametags, catering, and large-group reservations

Support Regional Sales Managers with documentation, international training letters, shipping materials, and distributor contracts.

Maintain the company’s distributor directory and portals.

Assist with VIP visits, holiday mailings, and trade show accommodations.

Office Administration

Order office supplies and coordinate equipment repairs.

Maintain kitchenette and common‑area supplies.

Manage customer product complaint routing.

Family Office Support

Coordinate family travel, including detailed itineraries, reservations, and logistics.

Process and record personal bills in Quicken; manage check orders and financial tracking.

Maintain vehicles, registrations, I‑Pass transponders, and personal documents such as passports and licenses.

Order flowers, purchase or exchange gifts, and assist with holiday mailings.

Support tax preparation by organizing receipts, financial statements, and communicating with advisors.

Coordinate with household caretakers for properties and renovation documentation.

Maintain secure logs of passwords and monitor executive email for actionable items.

Legal & Compliance Support

Enter real estate transfers into state systems.

Prepare, convert, and distribute legal documents; handle notarization, scanning, and overnight mailing.

Support patent/trademark meeting scheduling.

Handle courthouse or city recordings when needed.

Track loan payments, utility bills, taxes, and compile expense reports.

Skills

event coordination, scheduling, executive meeting, executive communication, executive administration

Additional Skills & Qualifications

Qualifications

10-15+ years of upper-level executive assistant experience.

Strong organizational skills and exceptional attention to detail.

Ability to manage sensitive information with discretion.

Experience with event planning, travel logistics, and financial tracking (Quicken).

Excellent communication skills and professional writing ability.

Proficiency in Microsoft Office, SharePoint, and standard business applications.

Notary certification preferred.

Accounting or legal executive assistance experience preferred.

This is a Permanent position based out of Fitchburg, WI.

The pay range for this position is $80000.00 - $95000.00/yr.

Health & Wellness Medical Insurance (Quartz Health) – Three plan options (HMO and POS) offering in‑network and out‑of‑network flexibility, telehealth access, behavioral health coverage, and prescription benefits Health Reimbursement Account (HRA) – Company‑funded account that helps offset deductible expenses when enrolled in a Quartz medical plan Dental Insurance (Delta Dental) – $0 premium coverage with preventive care at no cost, 100% coverage for basic and major services, and orthodontia coverage Vision Insurance (EyeMed) – Low‑cost materials‑only plan with annual allowances for frames, lenses, or contacts Onsite UW Health Employee Clinic – No‑cost office visits for employees and dependents enrolled in Quartz medical plans Employee Assistance Program (LifeMatters) – Free, confidential support for mental health, financial planning, legal assistance, child/elder care, and wellness resources Annual Wellness Initiative – Premium discounts for completing wellness activities Financial & Retirement 401(k) Retirement Plan (Empower) Automatic enrollment at 5% (escalates annually) Company match: 20% of the first 5% contributed (up to 1% of pay), immediately vested Profit Sharing – Annual company contribution tied to company performance Flexible Spending Accounts (FSA) – Medical and Dependent Care options with tax‑advantaged savings Income Protection & Insurance Basic Life & AD&D Insurance – Company‑paid coverage equal to 2x annual salary (up to $500,000) Optional Life Insurance – Voluntary coverage for employees, spouses, and dependents Short‑Term Disability / Salary Continuation – Up to 100% of salary for up to 26 weeks Long‑Term Disability – 60% of salary (up to $10,000/month) after 180 days Voluntary Coverage Options – Critical Illness, Accident, and Hospital Insurance Paid Time Off & Work/Life Balance Paid Time Off (PTO) – Combines vacation and sick/personal time; increases with tenure Paid Holidays – Includes major U.S. holidays plus additional company‑observed days Parental Leave Birthing parents: Up to 12 weeks paid Non‑birthing parents: Up to 4 weeks paid Bereavement Leave & Jury Duty Pay Lifestyle, Learning & Extras Onsite Fitness Center – Complimentary access for employees and spouses Tuition Reimbursement – Up to $5,250 annually after 90 days of employment Career Development & Learning Programs Employee Product Discounts – Reduced pricing on products Vision & Safety Shoe Reimbursement – Up to $50 annually (rollable up to 3 years) Scholarship Program – Annual scholarships for employees’ dependents Employee Events & Discount Programs Eligibility & Enrollment Benefits available to employees regularly scheduled for 30+ hours/week Voluntary benefits begin on the 31st day of employment Open Enrollment held annually in November

This is a fully onsite position in Fitchburg,WI.

This position is anticipated to close on Jun 5, 2026.

We're partners in transformation. We help clients activate ideas and solutions to take advantage of a new world of opportunity. We are a team of 80,000 strong, working with over 6,000 clients, including 80% of the Fortune 500, across North America, Europe and Asia. As an industry leader in Full-Stack Technology Services, Talent Services, and real-world application, we work with progressive leaders to drive change. That's the power of true partnership. TEKsystems is an Allegis Group company.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

We’re a leading provider of business and technology services. We accelerate business transformation for our customers. Our expertise in strategy, design, execution and operations unlocks business value through a range of solutions. We’re a team of 80,000 strong, working with over 6,000 customers, including 80% of the Fortune 500 across North America, Europe and Asia, who partner with us for our scale, full-stack capabilities and speed. We’re strategic thinkers, hands-on collaborators, helping customers capitalize on change and master the momentum of technology. We’re building tomorrow by delivering business outcomes and making positive impacts in our global communities. TEKsystems and TEKsystems Global Services are Allegis Group companies. Learn more at TEKsystems.com.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.