Executive Assistant

CSM Companies, Inc. in Madison is seeking a talented individual for the Executive Assistant position! This position is ideal for an individual with administrative experience, a resourceful self-starter, have excellent attention to detail, and strong communication skills.  CSM values their employees and strives to offer opportunities for professional growth.

Responsibilities:

• Assisting the executives, primarily the Chief Financial Officer, of the company
• Responsible for coordinating and booking all travel arrangements for internal and external parties
• Maintaining various calendars, scheduling meetings, preparing agendas and activities
• Answer multi-line telephone and give information to callers, take messages, and transfer calls
• Ordering and maintaining proper inventory of office supplies and office furniture

Primary Duties:

• Routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files
• Greet customers and guests, handle their questions and concerns quickly, efficiently and professionally
• Plans, supervise, and coordinate all meetings and catered functions
• Making copies of correspondence and other materials
• Prepare and send out routine messages and schedules
• Operating various office equipment and systems such as copiers, fax and postage machine, labeling software, and others
• Prepare, send out, and distribute daily mail
• Assist the marketing and accounting departments, including entering driver payroll sheets
• All other duties as assigned

Requirements:

• High School Diploma required; Associate’s or Bachelor’s Degree preferred
• 3 - 5 years of administrative assistant experience, preferably executive level
• Proficiency with Microsoft Word, Excel, PowerPoint, and Internet; ability to create and maintain databases and complex spreadsheets.
• Must be a resourceful self-starter who can work independently and work on multiple projects at once with the ability to handle interruptions well
• Must have absolute integrity, sound judgment, and an ability to maintain a high degree of confidentiality
• Must be highly analytical and accurate with excellent attention to detail
• Must have good organizational and time management skills, as well as, have the ability to meet deadlines with appropriate attention to detail in a fast paced, highly dynamic environment
• Strong oral and written communication skills; must be comfortable speaking in front of groups
• Must have a strong customer focus and demonstrate the ability to build relationships internally and externally with a focus on meeting or exceeding service expectations