Sr. Administrative Assistant

Reporting directly to the Executive Director, the Sr. Administrative Assistant provides comprehensive administrative and operational support to the Executive Director, ensuring smooth daily operations, effective communication, and seamless coordination of meetings, travel, and special projects. This role demands exceptional organizational skills, a keen eye for detail, discretion, and the ability to manage competing priorities efficiently. Responsibilities include managing executive calendars, drafting and reviewing correspondence, overseeing office organization, and assisting with strategic initiatives to advance the Executive Director’s goals. The ideal candidate will demonstrate initiative, adaptability, and confidentiality in handling sensitive matters.

Job Responsibilities:

Calendar & Email Management

•  Manage the Executive Director’s calendar, scheduling meetings, prioritizing engagements, and ensuring alignment with organizational goals.
• Support the Executive Director in overseeing email follow-ups, maintaining an organized inbox, and ensuring timely and effective responses.
• Draft, review, and send correspondence on behalf of the Executive Director as needed.
•  Meeting Preparation & Coordination
• Ensure regular meetings with key stakeholders, including staff, contractors, board committees, partners, and donors, to promote consistent engagement and effective communication.
• Prepare agendas, meeting materials, presentations, and reports for meetings.
• Record and distribute meeting minutes, ensuring action items are tracked and followed up promptly.
• Organize and oversee logistics for both in-person and virtual meetings, ensuring seamless execution.

Operational Support

• Oversee hybrid office organization to maintain a clean and efficient workspace.
• Order office supplies and manage vendor relationships as needed.
• Track and reconcile receipts and expenses for the Executive Director.
• Conduct research to support business initiatives and decision-making.

Project Management & Special Initiatives

• Assist the Executive Director with daily operational and strategic projects.
• Monitor progress on key initiatives, ensuring deadlines and deliverables are achieved.
• Coordinate cross-functional tasks related to business operations, events, and partnerships.
• Develop visual materials and presentations for special initiatives using Canva.
•  Oversee and direct another administrative assistant on special initiatives and projects

Travel Logistics

• Coordinate all travel arrangements for the Executive Director for business trips, speaking engagements, and events.
• Create detailed travel itineraries and ensure all accommodation and logistics are arranged.

Other Responsibilities

• Attend weekly individual and monthly team meetings.
•  Perform other work duties as assigned.

Work Qualifications & Schedule:

This position is on-site at Zilber College of Public Health, UWM. The role requires 20-25 hours per week, with specific scheduling to be determined based on business needs and availability.

Qualifications:

•  High school diploma or general education degree.
• A minimum of three (3) years of related work experience and experience supporting directors or executives, ideally in a not-for-profit organization.

Skills, Abilities, and Characteristics You Should Bring:

• Intermediate and advanced proficiency in calendar management, email management, and document preparation.
• Experience in meeting coordination, taking minutes, and preparing reports.
• Intermediate to advanced competency in Microsoft Office 365, Google Suite, Canva, Customer Relationship Management (CRM), and other administrative software tools.
• Strong problem-solving skills and attention to detail.
• Excellent written and verbal communication abilities.
• Ability to handle confidential information with discretion.
• Project management experience.
• Ability to communicate and foster effective relationships with colleagues, community partners, students, and parents of diverse cultural, social, educational, and financial backgrounds.

Target Salary Range:

• $24 – $27 hourly rate (Final salary offer contingent upon skills, knowledge, and abilities as they relate to the position)