Executive Assistant

Visit Milwaukee - Milwaukee, WI

Full-time - Mid Level

Milwaukee, WI

Administrative and Support Services

About the position

The Executive Assistant serves in the administration department, providing key executive support to the President & CEO and Board of Directors. This role is crucial for the management and successful completion of a variety of projects and assigned tasks that support the organizational and executive leadership of VISIT Milwaukee. The Executive Assistant is responsible for managing the office of the President & CEO, which includes handling special projects, Board relations, and day-to-day executive level operations. In this position, the Executive Assistant will provide comprehensive administrative support, which encompasses a wide range of tasks such as correspondence management, scheduling, planning and coordinating meetings, and preparing meeting materials, documentation, reports, and presentations. The role also involves attending meetings, recording meeting minutes, conducting research, arranging travel, and performing other tasks as needed. The Executive Assistant will review the calendar and outstanding projects with the President/CEO to prioritize tasks and ensure all necessary preparation work is completed in a timely manner. Additionally, the Executive Assistant will manage workflow, follow-up on action items, and ensure that the President/CEO has all necessary information and materials for meetings, speaking engagements, and travel. This role also includes managing daily mail for the President/CEO, coordinating attendees for stakeholder and community events, and responding to emails and phone calls in the event of the President/CEO's absence. The Executive Assistant will assist in project management for the leadership team, including annual business plans, strategic planning sessions, and research projects. The position requires maintaining calendars, resolving complex meeting and travel schedules, and coordinating meeting rooms and resources. The Executive Assistant will also monitor and review accounting, budgets, and expenditures, maintain department files, and develop a variety of technical and statistical reports. This role is essential for maintaining up-to-date contact information for stakeholders, board members, and affiliates, and for developing and maintaining positive relationships with these groups. The Executive Assistant will also coordinate facilities for meetings, record and transcribe minutes, and maintain awareness of the organization’s strategic plan and industry trends. Overall, the Executive Assistant plays a vital role in ensuring the smooth operation of the executive office and supporting the President & CEO and Board of Directors in their functions.

Responsibilities

• Manage the office of the President & CEO, including special projects and day-to-day operations.
• Provide administrative support including correspondence, scheduling, and meeting coordination.
• Prepare meeting materials, documentation, reports, and presentations.
• Attend meetings and record meeting minutes.
• Conduct research and arrange travel as needed.
• Review calendar and outstanding projects with the President/CEO to prioritize tasks.
• Manage workflow, follow-up, and action items for the President/CEO.
• Ensure the President/CEO has all necessary information and materials for meetings and travel.
• Manage daily mail for the President/CEO.
• Coordinate attendees for stakeholder and community events.
• Respond to President/CEO's emails and phone calls in their absence.
• Assist in project management for the leadership team, including business plans and strategic planning sessions.
• Maintain calendars and resolve complex meeting and travel schedules.
• Monitor and review accounting, budgets, and expenditures.
• Maintain department files and develop technical and statistical reports.
• Maintain up-to-date contact information for stakeholders and board members.
• Create and mail meeting notices and invitations.
• Coordinate facilities for meetings and record minutes.
• Maintain awareness of organization strategic plan and industry trends.
• Serve as backup to Administrative Coordinator as needed.

Requirements

• Associates degree in business administration or related field, or equivalent experience.
• Minimum of three years prior experience working as a C-Suite level assistant.
• Experience within a non-profit environment or working with Boards of Directors is a plus.
• Advanced experience in MS Office applications and database management.
• Strong working knowledge of PowerPoint and MS Outlook.
• Ability to manage multiple calendars and complex schedules.
• Excellent written and verbal communication skills.
• Ability to communicate with C-Suite level executives and understand political dynamics.
• Strong commitment to diversity and inclusivity in the workplace.
• Ability to present to diverse audiences.
• Demonstrated ability to take and prepare meeting minutes.
• Ability to create formal reports and business correspondence.
• Commitment to quality and accuracy with attention to detail.
• Ability to handle confidential and sensitive material discreetly.
• Proactive work style with self-motivation and strong work ethic.
• Professional demeanor with excellent interpersonal skills.

Nice-to-haves

• Experience in a non-profit environment.
• Familiarity with Board governance and compliance requirements.