Administrative Specialist

Position Summary

The Administrative Specialist will provide high‑level administrative and operational support to the President’s direct leadership team within U.S. Auto Force. This role manages calendars, coordinates meetings and domestic/international travel, processes travel expenses, plans and executes workshops, and develops PowerPoint templates and occasional presentations to align executive communications with business priorities. The ideal candidate is proactive, outgoing, an effective communicator, detail‑oriented, comfortable with fast‑paced change, and experienced supporting multiple senior leaders across a geographically dispersed organization.

This role will be on‑site in Appleton Monday - Thursday and hybrid/remote on Fridays as business needs allow.

• Calendar management — Maintain and optimize executive calendars; prioritize requests, resolve conflicts, and ensure leaders have appropriate prep time and buffers.
• Meeting coordination — Schedule and coordinate internal and external meetings, prepare agendas, distribute materials, and follow up on action items.
• Travel coordination — Book and manage complex travel itineraries (air, ground, lodging), secure approvals, and ensure compliance with company travel policy.
• Expense processing — Prepare, review, and submit travel and expense reports; reconcile corporate card charges and ensure timely reimbursement.
• Workshop planning and execution — Design logistics for workshops and offsites (venue selection, AV, catering, materials, attendee communications), manage budgets, and run on‑site or virtual facilitation support.
• Presentation and template support — Build and maintain executive PowerPoint templates; create polished slides and one‑pagers that reflect brand and executive messaging when requested.
• Cross‑functional liaison — Act as a single point of contact between executives and internal teams (sales, operations, HR, finance) and external partners to expedite decisions and information flow.
• Confidentiality and judgment — Handle sensitive information with discretion and exercise sound judgment on behalf of senior leaders.
• Process improvement — Identify and implement administrative efficiencies, standardize templates and workflows, and recommend tools or practices to improve executive productivity.
• Ad hoc — Performs special projects/assignments as directed

• Live our values of High Performance, Caring Relationships, Strategic Foresight, and Entrepreneurial Spirit
• Find A Better Way by championing continuous improvement and quality control efforts to identify opportunities to innovate and improve efficiency, accuracy, and standardization
• Continuously learn and develop self professionally
• Support corporate efforts for safety, government compliance, and all other company policies & procedures
• Perform other related duties as required and assigned

• Experience — 3+ years supporting senior executives, preferably in distribution, logistics, manufacturing, or a fast‑moving B2B environment.
• Technical skills — Advanced proficiency with Microsoft Office (Outlook, Excel, PowerPoint); experience with travel booking tools and expense systems (Concur, Chrome River, or similar).
• Education — Preferred Bachelor’s degree; equivalent combination of education and experience accepted.
• Communication — Excellent written and verbal communication; ability to draft clear emails, agendas, and executive summaries.
• Organization — Strong time management, multi‑tasking, and prioritization skills under tight deadlines.
• Travel — Willingness to travel occasionally to support workshops and executive events

U.S. Auto Force

U.S. Venture will not offer sponsorship for employment status…