Position Overview
The Executive Assistant provides comprehensive executive-level support to the President & CEO of AALAM. This role manages the CEO’s scheduling, communications, coordination, and administrative workflow to ensure the CEO can focus on strategic leadership, partnerships, and mission advancement.
The Executive Assistant also serves as the operational hub and trusted partner of the office—supporting coordination across leadership, board members, partners, and key organizational priorities while ensuring the CEO’s time and focus align with AALAM’s strategic goals.
The ideal candidate is proactive, detail-oriented, highly discreet, and comfortable operating in a dynamic nonprofit environment with senior leaders, board members, and external stakeholders.
Core Responsibilities
Executive Scheduling & Calendar Management
- Manage and maintain the CEO’s calendar, aligning meetings and engagements with organizational priorities.
- Coordinate scheduling across staff, board members, alumni leaders, donors, partners, and external stakeholders.
- Anticipate scheduling conflicts and proactively recommend solutions.
- Serve as the primary point of contact for scheduling and coordination on behalf of the CEO.
Executive Coordination & Communications
- Prepare meeting logistics, including agendas, briefing materials, Zoom links, and reminders.
- Draft, edit, and manage executive correspondence and internal communications as requested.
- Track action items, deadlines, and follow-up tasks resulting from CEO meetings.
- Maintain professional, timely communication with internal and external stakeholders.
Leadership & Board Support
- Assist with preparation and coordination of board meetings, leadership convenings, and executive-level engagements.
- Maintain organized digital records of board materials and CEO reference documents.
- Prepare and organize board materials, briefing documents, and meeting packets.
- Track follow-up items from board and leadership meetings.
- Support executive preparation for speaking engagements, presentations, and external meetings.
Operational & Administrative Coordination
- Maintain organized systems for documentation, contacts, and workflows.
- Support coordination of projects and initiatives tied directly to CEO priorities.
- Manage office administrative coordination including mail processing, emails, phone calls, and intercom communications, ensuring messages, inquiries, and deliveries are routed appropriately.
- Assist with coordination of internal meetings, events, leadership convenings, and organizational engagements connected to the CEO.
- Handle sensitive and confidential information with discretion and professionalism.
- Provide coordination support during key organizational priorities such as events, board cycles, leadership transitions, and special initiatives.
Core Competencies
- Exceptional organization and time management
- Professional written and verbal communication
- High discretion and confidentiality
- Proactive problem-solving
- Ability to operate independently in an onsite/hybrid environment
- Alignment with AALAM’s mission and values
Preferred Qualifications / Experience
- 5+ years of executive or senior administrative support experience.
- Experience supporting senior leaders, executives, or boards of directors preferred.
- Strong proficiency with Microsoft Outlook, Teams, Zoom, and document management systems.
- Experience managing complex calendars and coordinating across multiple stakeholders.
- Ability to manage confidential information with professionalism and discretion.
- Experience in nonprofit, corporate leadership offices, or mission-driven organizations preferred.
Compensation & Benefits
- Competitive salary commensurate with experience.
- Comprehensive health insurance plan offered.
- Retirement savings plan available.
- Generous paid time off (PTO).
- Professional development opportunities.
- Employer-paid parking in a secure parking garage.
- Complimentary access to a secure on-site fitness center.
- Opportunity to work closely with executive leadership, board members, and community partners in a mission-driven organization.
- Hybrid work arrangement available after 90 days, including remote work on Mondays and Fridays, with flexibility to be on-site when required for events and peak organizational needs.
Email your resume to info@aalamilwaukee.org. Please include the position title, Executive Assistant to the President & CEO, in the email subject line.