Senior Executive Assistant

WhoAreWe?

Have you ever gone into a grocery store or convenience store for things like milk, bagged salads, or frozen pizza? The coolers and freezers you find those and other food products in are what we do!! Zero Zone is a manufacturer of reach-in and open refrigerated and frozen food display cases as well as the refrigeration systems that work behind the scenes to cool the cases, keeping the food fresh! We also make powerful industrial refrigeration systems for food warehousing, pharmaceuticals, and even ice rinks!

Our company is structured across 2 divisions – the Display Case Division, located in North Prairie, WI, Waukesha, WI, and Mukwonago, WI and the Refrigeration Systems Division, located in Ramsey, MN and Dyersville, IA.

What Are We Like?

At Zero Zone, you will be a valued member of the Zero Zone team, able to take ownership of your own career path. We believe in hard work, teamwork, collaboration, and respect, and we have grown through dedication to our Purpose: “Preserving customer valuables through refrigeration.” For over 60 years, we have been a leader in refrigeration, and our people are well known for exceptional customer service. We also believe we are the COOLEST coworkers (pun intended)! This is an opportunity for you to make a difference in the refrigeration industry with one of the top leading manufacturers in the country! Come grow with us!!

What Can We Offer You?

• Vacation and Personal Hours (after only 30 days!)
• Competitive Wages
• Comprehensive Benefits Package (medical, dental, vision, life insurance, STD, LTD, AD&D, HSA/FSA, EAP)
• 401k and Profit Sharing
• 10 Paid Holidays
• Flexible Schedules
• Casual Dress Code
• Wellness Programs and Incentives
• Steel Toe Reimbursement
• Employee Engagement Programs
• One-time Home Computer Reimbursement
• And more!

What Will You Do?

Under the direction of the CEO, this position is responsible for strong interpersonal and communication skills, utilizes a high degree of autonomy throughout the workday. This includes responsibility for providing advanced administrative support to the CEO, President, CFO, VP of Sales & Marketing and other Executives & Company managers at the case division & systems division. This job description lists major areas of responsibility and additional job activities may be added at any time.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Arranges complex, sensitive, and confidential meetings
  • Including accommodations room reservations
  • Food & beverage
  • Audio visual equipment, etc.
  • Assembles agenda items, exhibits, addendums, etc., may take and distribute meeting minutes,
• Arranges and schedules teams’ meetings
• Responds to a wide variety of questions requiring substantial company knowledge
• Resolves issues and limits calls to management staff
• Manages CEO, President, CFO & Vice VP Sales & Marketing schedules
• Coordinates and schedules, dates and time of Board of Directors & Monthly Financial Review meetings
  • Compiles information & prepares Quarterly Board Books
• Corporate Company Event Planning
  • Manages & coordinates visits, open houses, schedules conference rooms, arranges for food & beverage and all aspects related to events and visits
  • Assists Executives with employee meetings
  • Arranges room configuration and setup for Corporate Meetings at Technology Center
• Manages Travel
  • Arranges travel for company personnel, job candidates and visitors
  • Provides 24/7 travel support for company travelers
  • Manages inventory of airline unused tickets
  • Manages use of company free airline tickets and free car rental days
  • Manages and negotiates agreements with travel management companies
  • Manages and negotiates agreements for corporate hotels in Wisconsin & Minnesota
  • Manages and negotiates agreements for airport parking and rental car agencies
• Assists CFO on company auto insurance, adding vehicles, filing claims
• Arranges new corporate employee company credit cards & business cards
• Reconciles company credit cards used for travel and other company related charges
• Coordinates trade shows and other industry related shows, including registration, securing booth space, payments, etc.
• Maintains corporate files
• Maintains and updates Executive office calendars
• Works with Receptionists at both facilities on division calendars, general office items, etc.
• Assists with company cell phone plans, adjust plans as needed for international travel
• Assists VP of Sales & Marketing
  • Prepares, sends, and tracks yearly Volume discount letters to customers
  • Prepares sends and tracks Contracts to Manufacturers Representatives
  • Plans and arranges customer & manufacturers reps travel to Zero Zone facilities
  • Prepare and distributes Monthly Sales Reports as well as other reports as requested
• Maintains and orders office supplies for Waukesha location
• Assists CST Service Manager with day-to-day activities for the CST group
  • Prepares and send yearly auto log to CST group
  • Prepare and coordinate ordering of CST clothing
• Outreach and community activities
• Other duties as assigned

What Are We Looking For?

The requirements listed below are representative of the knowledge, skill, and/or ability required of you in this position:

• College education or 5+ years in a progressive administrative role
• Good understanding of basic math skills & language skills
• Requires typing ability of approximately 90 wpm
• Requires advanced knowledge in the use of MS Word, MS Excel, MS Outlook, and PowerPoint
• Comprehend instructions, both oral and written
• Knowledge of travel, including airline, hotel and car booking processes
• Ability to effectively communicate one on one and in group settings with other employees within the organization
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions

PHYSICAL & BEHAVIORAL: – Reasonable accommodations may be made to enable individuals with disabilities to perform these functions:

• Ability to sit the majority of the day, talk and hear
• Specific vision abilities required by this job include close & color vision
• Occasionally lift and/or move up to 25 pounds
• Zero Zone expects all employees to behave and communicate in a manner which will facilitate good relations with customers, clients, co-workers and supervisors; maintaining a positive work atmosphere