Executive Assistant Office Manager

Company Description

WISCONSIN ASPHALT PAVEMENT ASSOCIATION is a construction-focused organization based in Madison, Wisconsin, serving the asphalt pavement industry across the state. The association works with contractors, suppliers, and public agencies to support quality pavement design, construction, and maintenance. It provides industry leadership, advocacy, and education to advance safe, sustainable infrastructure. Team members collaborate in a professional office environment while supporting members and stakeholders.

The location at 4600 American Parkway offers convenient access to local partners and transportation routes.

The Executive Assistant Office Manager is a part-time, hybrid role based in Madison, WI, with a blend of on-site office presence and some work-from-home flexibility. This position manages daily office operations, including organizing files, maintaining records, handling correspondence, and ensuring office equipment and supplies are available and functioning properly. The role provides executive-level administrative support such as scheduling meetings, coordinating calendars, preparing agendas and minutes, and assisting with basic bookkeeping or reporting tasks as needed.

The Executive Assistant Office Manager serves as a first point of contact for visitors, members, and vendors, responding to inquiries, routing calls and emails, and delivering professional customer service. Day-to-day responsibilities also include supporting association events or meetings, preparing documents and presentations, and helping maintain an efficient, well-organized, and welcoming office environment.

• Strong communication skills to interact effectively with executives, members, vendors, and colleagues.
• Proficiency in administrative assistance tasks, including calendar management, meeting coordination, and document preparation.
• Knowledge of office administration practices for organizing records, managing supplies, and maintaining efficient office workflows.
• Ability to operate and troubleshoot office equipment such as printers, copiers, phones, and basic audio‑visual tools.
• Customer service skills to provide courteous, responsive support to callers, visitors, and association members.
• Comfort with common office software (e.g., Microsoft Office or similar suites) and basic data entry or reporting.
• Strong organizational skills, attention to detail, and reliability in managing multiple tasks and deadlines.
• Ability to work both independently and collaboratively in a hybrid environment, maintaining confidentiality and professionalism.
• Prior experience in an office management or executive assistant role is preferred; experience in construction or trade associations is a plus.