Job Summary: The Executive Assistant & Office Manager will support our IT Leadership team, directly supporting our Chief Digital & Information Office and the VP of IT. In addition to the executive admin duties, this role will be responsible for overseeing the daily operations of the office, managing facilities, handling administrative tasks, and coordinating company engagement events across the Digital and IT organization. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple responsibilities simultaneously. This role will be onsite at our Grafton, WI, location with core hours from 8:00AM to 4:00PM CST.

Key Responsibilities:

Executive Assistant:

• Providing primary day-to-day administrative support which includes, but is not limited to, managing calendars, meetings, expense reporting, and other day-to-day administrative needs.
• Prepare PowerPoint Presentations/Excel Charts/Graphs
• Drafting, proofreading, editing, organizing, tracking and filing various business documents in accordance with established protocols, including presentations, letters, messages, reports, memoranda, agreements, meeting agendas,  and other corporate documents

• Prioritizing matters for handling and processing in a timely manner and tracking to ensure that all deadlines are met
• Working closely with internal and external business associates and contacts to foster professional communication
• Serving as a liaison with candidates & new hires to acclimate them into Regal Rexnord
• Organizing, maintaining and updating electronic files and databases
• Facilitating the planning, agendas and arrangement of meetings and travel
• Ensuring and protecting the confidentiality of Regal’s business matters

Facilities Management:

• Oversee the maintenance and upkeep of office facilities, ensuring a clean, safe, and efficient working environment.
• Manage relationships with vendors, service providers, and landlords, ensuring timely invoicing and payments.
• Monitor and manage office supply inventory, placing orders as needed, restocking when needed.
• Maintain EHS-related items such as checking fire extinguishers, identifying safety issues, and providing scorecard information when needed.
• Perform small maintenance-related tasks when needed such as changing light bulbs, filters, etc.
• Coordinate with vendors and internal maintenance for larger, more complex maintenance and facilities projects

Office Administrative Support:

• Handle administrative tasks such as scheduling meetings, managing calendars, and organizing travel arrangements when needed.
• Assist in the onboarding process for new hires and provide support to the HR department.
• Maintain office policies and procedures, ensuring compliance with company standards.
• Handle sensitive information in a confidential manner.
• Provide general support to visitors and act as the point of contact for internal and external clients.
• Facilitate and oversee any shipping/receiving of incoming/outgoing mail, packages, etc.
• Manage the inventory of office needs, such as break room items, coffee, drinks, etc.

Event Coordination:

• Plan and coordinate company events, meetings, and conferences, both on-site and off-site.
• Manage event logistics, including venue selection, catering, and transportation.
• Develop and manage event budgets, ensuring cost-effective solutions.
• Coordinate with internal teams and external vendors to ensure successful event execution.

Qualifications:

• Proven experience as an Office Manager, Facilities Manager, or Administrative Assistant.
• Knowledge of office management responsibilities, systems, and procedures.
• Proficiency in MS Office (MS Excel and MS Outlook, in particular).
• Experience managing vendors a plus.
• Excellent time management skills and ability to multitask and prioritize work.
• Attention to detail and problem-solving skills.
• Strong organizational and planning skills.
• Excellent written and verbal communication skills.
• A creative mind with an ability to suggest improvements.

Education:

• High School diploma
• Bachelor’s degree preferred

Candidates must be eligible to work in the United States without requiring company sponsorship to obtain or keep U.S. work authorization.

Benefits

• Medical, Dental, Vision and Prescription Drug Coverage
• Spending accounts (HSA, Health Care FSA and Dependent Care FSA)
• Paid Time Off and Holidays
• 401k Retirement Plan with Matching