Executive Support Manager Jobs in Madison, WI (NOW HIRING)

Department: Executive

Employment Type: Full Time

Location: Oregon - Clackamas

Reporting To: Director of Executive Affairs

Compensation: $70,000 - $90,000 / year

Headquartered in the Pacific Northwest, Wyld produces the best Cannabis edibles and beverages on the market using real fruit and natural flavors. When adventure calls, we answer - always ready to embrace challenges, test boundaries, and push limits. Our company ethos is founded in strong values and our Pillars of Commitment to our communities and the Earth itself.

Our ambitious team embraces challenges, tests boundaries, and is always ready for adventure. Wyld THC operates in AZ, CA, CO, IL, MA, MD, MI, MO, NJ, NM, NV, NY, OK, OH, OR, WA, and across all of Canada with more launches on the horizon. Our CBD line is available nationwide across all states!

Ability to excel in a fast‑growing/fast paced environment delivering accuracy while managing to deadlines where adaptability is imperative.

Embody Wyld Core Values, The Wyld Way

Wyld’s core values are the driving force and energy behind everything we do. These values drive our culture, our business philosophy and our philanthropic efforts. It is the cornerstone for all that we do here at Wyld.

• Make a Mark
• We Blaze Our Own Trail
• Brand First
• We Mean Business

The Executive Assistant provides comprehensive administrative, operational, and personal support to executive leadership, ensuring business priorities and day‑to‑day responsibilities are organized, coordinated, and executed efficiently. This role serves as a trusted partner by managing executive calendars, coordinating meetings and travel, preparing correspondence or meeting materials, and supporting confidential communications and executive initiatives. Working closely with executive leadership and cross‑functional teams, the Executive Support Coordinator tracks key priorities, coordinates projects and events, facilitates communication, and ensures timely follow‑up on action items. This position also provides personal assistant support, including scheduling personal appointments, coordinating travel and logistics, fleet administration, and other day‑to‑day responsibilities, while exercising the highest level of professionalism, discretion, and confidentiality.

The ideal candidate is proactive, highly organized, adaptable, and capable of managing multiple priorities while anticipating executive needs in a fast-paced, dynamic environment.

The duties and responsibilities below outline the expected skills, abilities, and experience required to perform this role successfully. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Executive Support

• Manage complex executive calendars, appointments, and scheduling while balancing competing business and personal priorities.
• Coordinate executive meetings, including scheduling attendees, preparing agendas and materials, reserving meeting space, and documenting meeting notes and action items.
• Coordinate domestic and international travel arrangements, including itineraries, transportation, accommodations, and travel logistics.
• Assist in preparing, editing and distributing executive correspondence, presentations, reports, and other business documents.
• Prepare and submit executive expense reports and supporting documentation in accordance with company policies.

Personal Logistics Support

• Coordinate personal appointments, scheduling, reservations, and day‑to‑day personal logistics for assigned executives.
• Assist with personal errands and administrative tasks, including coordinating household services, fleet maintenance, pet care and veterinary appointments, and other personal responsibilities as needed.
• Coordinate personal travel arrangements and related logistics.
• Manage executive fleet administration, including vehicle registrations, maintenance scheduling, insurance documentation, and service coordination.
• Anticipate executive needs and proactively resolve scheduling conflicts and logistical challenges to ensure seamless daily operations.

Project Support & Coordination

• Coordinate executive initiatives by tracking action items, deadlines, deliverables, and follow‑up activities.
• Partner with leaders across the organization to gather information, coordinate priorities, and facilitate timely communication.
• Assist with planning and coordinating executive meetings, leadership off‑sites, company events, and special projects.
• Monitor project timelines and proactively follow up to ensure commitments and deliverables remain on track.
• Identify opportunities to improve administrative processes and enhance executive support services.

Communications

• Serve as a professional point of contact for executive communications with internal and external stakeholders.
• Handle confidential business and personal information with discretion, integrity, and sound judgment.
• Screen and prioritize communications, correspondence, and requests on behalf of executive leadership.
• Build and maintain positive working relationships with employees, customers, vendors, and business partners.

The qualifications listed below are representative of the knowledge, skills, education, experience, and abilities required to perform this role successfully.

Education & Experience

• 2+ years of experience providing executive, administrative, or project coordination support to senior leaders.
• Experience managing executive calendars, coordinating travel, preparing meeting materials, and supporting confidential communications.
• Experience coordinating multiple priorities and projects in a fast‑paced environment.

Ability & Technical Skills

• Exceptional organizational, time management, and multitasking skills.
• Strong written and verbal communication skills with the ability to interact professionally with all levels of the organization.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Strong attention to detail with excellent follow‑through and problem‑solving abilities.
• Proficiency with Microsoft Office Suite, Google Workspace, and business collaboration tools.
• Ability to work independently, anticipate needs, and adapt to changing priorities with minimal direction.
• Professional demeanor with a strong customer service mindset and commitment to supporting executive leadership.

Certifications & Compliance

• Must be at least 21 years of age, as required by applicable state regulations.
• Must successfully complete a pre‑employment background check, where permitted by law.
• Must obtain and maintain all licenses, permits, certifications, or registrations required by applicable federal, state, provincial, or local laws and regulations.
• ServSafe Certification or Food Handler's Card is preferred, where applicable.

Additional Requirements

• Compliance with all company safety, sanitation, quality, and food safety policies is required at all times.
• Must be willing to work a flexible schedule.

You'll receive a competitive salary of $70K‑90K/year, 11 paid holidays, 120 hours of PTO, 401K, and fully paid health, dental and vision insurance.

Wyld is an equal opportunity employer