Customer Relations Specialist / Executive Assistant en CERTCO INC

Description

Join our team as a Customer Relations Specialist / Executive Assistant!

Are you the type of person who thrives on organization, loves creating great experiences for others, and enjoys being the go-to person who keeps things running smoothly? Certco, Inc. — proudly recognized as a Top Workplace in Wisconsin — is looking for a Customer Relations Specialist / Executive Assistant to join our Customer Service Department.

In this role, you’ll partner with another experienced professional to form a dynamic two-person team supporting company leadership, enhancing the customer experience, and coordinating key company events. If you’re detail-oriented, proactive, and enjoy variety in your workday, this is a fantastic opportunity to grow your career in a supportive, people-first environment.

What You'll Do

• Provide direct administrative and scheduling support to the Director team, including travel coordination, PowerPoint presentations, and special projects
• Serve as a primary point of contact for key events, such as Food Shows, retailer seminars, and golf outings
• Coordinate board meetings and shareholder materials
• Support company communications — proofreading, assisting with e-blasts, and maintaining SOPs and company documents
• Process invoices, recall notices, and retailer-facing materials
• Manage front desk operations — greeting visitors, answering phones, and handling mail
• Order and maintain office supplies while ensuring a clean, welcoming office environment
• Assist with special occasions, company events, and internal celebrations

Why Certco? 

• Competitive salary with excellent opportunities for growth!
• Voted as Madison's 2024 & 2025 Top Workplace!
• Premium low-cost insurance, including health, dental, vision, life insurance, and short/long-term disability!
• Generous 401k match, profit sharing and paid time off!
• Robust wellness program with gym reimbursement, smoking cessation support, on-site flu shots, on-site fitness center and weekly on-site chiropractic care to name a few of the amenities we provide!
• Sponsorship of walks, runs, sports teams, and exciting company events like picnics, Christmas parties, and pro soccer games!
• Growing, thriving company - job security!
• Amazing company culture! 

2024 & 2025 Top Workplace

Certco has been recognized as a Top Workplace in Wisconsin by the Wisconsin State Journal for 2024 & 2025! This award reflects our commitment to fostering a positive and supportive work environment. Our culture, which is built on teamwork, integrity and passion, sets us apart. As we move forward, we will continue to invest in our people and maintain our top workplace status.

What We're Looking For

• Prior experience as an Executive Assistant, Administrative Coordinator, or in a customer service support role
• Professional, friendly demeanor with excellent communication and organizational skills
• Strong attention to detail and ability to manage multiple priorities
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Ability to handle confidential information with discretion

Location

This position is on-site at our Madison headquarters. You’ll be part of a close-knit, collaborative team that keeps the company moving forward.

If you’re ready to take your administrative and customer service skills to the next level, apply today to join our team at Certco, Inc.! 

Requirements

Schedule: Monday-Friday 7:30am-4pm 

Position Summary

We are seeking a friendly, highly organized, detail-oriented, and adaptable individual to join our team as a Customer Relations Specialist / Executive Assistant. This role partners closely with another individual in the same position, forming a two-person team that supports company leadership, coordinates internal operations, and manages customer-facing responsibilities. The ideal candidate will thrive in a fast-paced environment, balancing administrative support for the Director team with tasks that enhance customer experience and strengthen business relationships. 

Essential Job Functions

Key Responsibilities:

Administrative & Executive Support

• Provide direct support to the Director team, including scheduling, assisting with travel arrangements, hotel reservations, and preparing PowerPoint presentations.
• Handle other projects and tasks assigned by the Director team.
• Serve as the primary liaison with the hotel where Certco hosts its key events (e.g., Food Shows), coordinating reservations, logistics, and ongoing relationship management.
• Provide support for other retailer facing events, including the annual golf outing, retailer seminars, or other events.
• Coordinate board meeting and shareholder materials.
• Provide support in tracking, organizing, and verifying documents to maintain regulatory and procedural compliance.
• Manage and update Standard Operating Procedures (SOPs).
• Proofread documents and communications to ensure accuracy and professionalism.
• Process select vendor invoices.
• Maintain and update the list of Certco important dates.
• Review competitor ads and assist with ad proofing.
• Process recalls. 
• Assist with external communications, including e-blasts in coordination with the Marketing team.
• Prepare and maintain employee incentive information for the Daniels Street warehouse, ensuring accuracy.
• Assist with lunch orders, set-up, and clean-up for company events.
• Coordinate retirement parties and other special events.
• Place and coordinate orders for special occasions (births, deaths, hospital stays, grand openings, etc.).

Front Desk & Communication

• Answer phones, manage door access, and serve as a welcoming presence for visitors.
• Ensure calls are promptly and accurately transferred to the appropriate person.
• Sort, prep, file, and distribute internal and truck mail.
• Coordinate mailing of invoices and organizational documents.
• Performs other duties assigned by management
• Be regular in attendance and comply with the Company Attendance Policy

Facilities & Office Support

• Order and stock office, kitchen, and bathroom supplies.
• Maintain breakroom cleanliness: wipe down counters daily, clean refrigerators as needed, and stock supplies.

Qualifications

• Previous experience as an Executive Assistant, Receptionist, Administrative Coordinator, or similar role preferred.
• Professional demeanor with the ability to handle confidential information.
• Excellent communication, proofreading, and organizational skills.
• Ability to manage multiple priorities and adapt to changing needs.
• Strong attention to detail with a proactive, problem-solving mindset.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to learn internal systems.

Work Environment

This position is based on-site and is part of a two-person team that works collaboratively to support the Director team and broader organization. Teamwork, communication, and a flexible, “pitch in” attitude are essential for success. The role requires handling sensitive and confidential information with the utmost discretion and professionalism. 

Certco is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.