Executive Assistant

POSITION SUMMARY:

The Executive Assistant serves in the administration department, providing key executive support to the President & CEO and Board of Directors. The Executive Assistant is responsible for the management and successful completion of a variety of projects and assigned tasks in support of organizational and executive leadership of VISIT Milwaukee. 

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

Executive Administration

• Manage the office of the President & CEO, including special projects, Board relations, and day-to-day executive level operations.
• Provide administrative support to include correspondence; scheduling, planning and coordinating meetings; preparation of meeting materials, documentation, reports and presentations; attending meetings and recording meeting minutes; research; travel arrangements, and other tasks as needed.
• Review calendar and outstanding projects with the President/CEO to prioritize and ensure all necessary preparation work is completed in a timely manner. Manage workflow, follow-up and action items. Ensure President/CEO has all necessary information and materials for meetings, speaking engagements, travel, etc.
• Manage daily mail for the President/CEO. Coordinates attendees for stakeholder and community events and invites. Responds to President/CEO’s emails and phone calls in event of absence; ensures inquiries and requests are handled in a timely manner or disseminated to appropriate leadership team member.
• Assist in project management for the leadership team including annual business plans, strategic planning sessions, research projects, consultant engagements, etc. Coordinates with Maintains calendars and resolves complex meeting and travel schedules; coordinates meeting rooms and resources; coordinates development of meeting agendas, action item lists and presentation materials.
• Monitors and reviews accounting, budgets and expenditures.
• Maintains department files; researches files and computer databases; collects and compiles statistical data; develops and creates a variety of technical and statistical reports; enters and retrieves data in records management systems; updates manual and computer records and tracking systems; assures all administrative actions are in compliance
• Maintains up-to-date contact information for stakeholders, board, affiliates, and associates for the Executive Office.
• Develops and maintains a positive rapport with our board, stakeholders and affiliate organizations.
• Creates and mails meeting notices, invitations, etc. 
• Coordinates attendees for special events. 
• Coordinates facilities for and attends various meetings; records, transcribes and distributes minutes of those meetings. 
• Contacts meeting attendees to determine who will be in attendance and relays this information to the appropriate parties. 
• Maintain awareness of organization strategic plan, hospitality community activities and news, and travel industry news, trends, and updates.
• Maintains office supplies for the Executive Office.
• Serve as backup to Administrative Coordinator (front desk reception) as needed.
• Other duties and projects as requested.

Board Administration

• Serve as liaison between the President & CEO and staff, Board of Directors, and other constituents of the organization. Coordinate the flow of information from the President/CEO to the leadership team and Board of Directors.
• Manage Board of Directors administration, including managing the Board database, serving as liaison with appointing agencies, reviewing and preparing board orientation materials, ensuring compliance with Board governance requirements, and serving as liaison between Board members and the President/CEO. Attend meetings and ensure timely documentation and distribution of meeting minutes.
• Maintain familiarity with the Board by-laws to ensure compliance with Board policies and best practices in board governance.
• Maintain a high level of confidentiality, with a focus on quality and process improvement. Maintain confidential administrative files and contact lists.

REQUIREMENTS

Required education and experience: 

• Associates degree in business administration or related field, or 
• An equivalent combination of education, experience and training that would provide the knowledge, skills and abilities required for the successful performance of the essential job duties.
• 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 a plus.

Required skills, knowledge and abilities: 

• Advanced experience in MS Office applications and database experience required. Strong working knowledge of PowerPoint. 
• Strong working knowledge of MS Outlook. Ability to manage multiple calendars and complex schedules, utilizing advanced Outlook tools in order to manage workflow.
• Excellent communication skills, both written and verbal. Ability to communicate with C-Suite level executives, with an understanding of political savviness in the business environment.
• Strong commitment to diversity and inclusivity in the workplace. 
• Ability to present to diverse audiences, specifically, racially, ethnically, and socioeconomically diverse communities. 
• Demonstrated ability to take and prepare meeting minutes. Ability to create formal reports, charts/graphs, PowerPoint presentations, and formal business correspondence.
• Ability to read, analyze, articulate and interpret general business periodicals, laws and regulations, professional journals, and statistical reports.
• Commitment to quality and accuracy, to include excellent attention to detail and proofreading skills.
• Demonstrated ability to discreetly handle confidential and sensitive material, and exhibit tact and diplomacy in all communications.
• Exhibits a proactive and anticipatory work style, with demonstrated self-motivation and work ethic. Ability to work independently and exercise independent judgment.
• Professional demeanor with excellent interpersonal skills, and an outgoing and hospitality focused personality.
• Ability to manage multiple tasks simultaneously, set appropriate priorities and accomplish assignments in a thorough and timely fashion.
• Maintain regular, reliable, predictable attendance.
• Willingness to work evenings and weekends as needed.
• Ability to travel to attend conferences and trainings as needed. Must possess a valid driver’s license.

Physical Requirements:

• Ability to sit at desk, operate computer keyboard and view computer screen for six to eight hours per day. 
• Must be able to hear and converse via telephone and in person.
• Must be able to bend and stretch to reach file drawers.
• May be required to lift boxes and small equipment on occasion up to 30 pounds in weight
• Travel in personal automobile may be required for company business. 

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.