Executive Assistant Office Manager

Wisconsin Center District Job Description – Office Manager/Executive Assistant to the President/CEO

Position Overview: Reporting to the President/CEO, the Office Manager/Executive Assistant performs confidential administrative duties and support for the Wisconsin Center District President/CEO. This is a dual role which will also manage certain day-to-day office operations while also providing administrative assistance to other members of the Senior Leadership team, as needed.

Responsibilities:

Executive Assistant Duties:

• Perform administrative duties of a confidential nature for the President/CEO and other members of the Senior Leadership team, as needed

• Perform administrative assistance to President/CEO such as: monitor incoming correspondence and respond as directed, answer telephone, respond to questions, maintain calendar, coordinate business travel, and manage and process expense reports

• Provide clerical functions to the WCD Board and its committees

o Maintain board software

▪ Create meeting agendas and publish with local publication at least 48 hours prior to a meeting taking place

▪ Prepare and distribute documents to board members prior to meetings

▪ Call roll at meetings, take minutes during meetings, type up meeting minutes to be reviewed at subsequent meetings for approval

o Send correspondence to Board Members and public/media as needed when there are updates, etc.

o Schedule Committee and Board meetings

o Maintain open communication with the Board Members’ office staff

• Maintain and control various logs, permits, and schedules

• Provide travel liaison services for various administrative staff

• Open records custodian

o Receive emails, respond within 24-48 hours of receiving email, obtain requested documents, redact requested documents (if needed) and send documents requested within 7 days

o Maintain a log with legal counsel regarding open records requests and seek their advice as needed

• Other responsibilities and duties, as assigned by management, to ensure the effective utilization of company resources and to ensure customer satisfaction

Office Manager duties:

• Oversee day-to-day office operations, ensuring a smooth and efficient work environment

• Order supplies/equipment through the WCD’s Amazon and Uline business accounts

• Manage incoming and outgoing packages, and coordinate shipping arrangements

• Coordination of office conference rooms calendars

• Format received client survey responses and distribute to staff

o Send gift card to clients for completed surveys

• Oversee uniform process; ordering; obtaining samples as needed; returning uniforms to vendor, etc.

• Manage companywide subscriptions and memberships

o Add and remove staff as needed

• Assist the Human Resources department with items such as:

o Ordering flowers for employees for births, get well, funerals, etc.

o Internal staff events, as needed,

▪ Ordering food and beverage

▪ Obtaining samples and ordering swag

• Assist with registering staff for business related event tables/golf outings

• Assists CFO with administrative tasks for insurance claims

• Other responsibilities and duties, as assigned by management, to ensure the effective utilization of company resources and to ensure customer satisfaction

Skills & Qualifications:

• Strong project management and organizational skills in which the ability to prioritize and manage multiple tasks/projects on time is essential; excellent situational adaptability

• Exceptionally detail-oriented

• Superior communication skills and the ability to convey information in an engaging, positive manner

• Exceptional interpersonal skills and ability to navigate organizations to build relationships and garner support; ability to work collaboratively with cross-functional teams

• Ability to work independently and efficiently; exercise initiative, resourcefulness, and good judgement

• Ability to work flexible and irregular hours that may vary due to functions and may include day, evening, weekends and holidays as event calendar or deadlines dictate

• Ability to read, write, and speak English; perform basic mathematical functions (add, subtract, multiply and divide)

• Follow oral and written instructions and communicate effectively with others in both oral and written form

• Exemplify the organization’s core values: Be Bold, Proud, and Experience Obsessed

Education & Experience:

• Required

o Bachelor’s degree with a major in Business, or a related field or equivalent professional experience

o Minimum of 5 years of experience in an administrative capacity supporting an executive-level position

o Highly proficient in the use of the Microsoft Office Suite of Products: Excel, PowerPoint, Word, Access, Outlook

• Preferred

o Previous experience with a hotel, entertainment venue and/or convention center

o Office management experience preferably supporting senior-level executives

o Experience with BoardEffect software

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand and walk. The employee must occasionally lift and/or move up to 25 pounds. The noise level in the work environment is usually moderate.

Specific vision abilities required by this job include close vision, distance vision, and peripheral vision. Specific hearing abilities required by this job include the ability to hear to be able to listen and answer a phone and radio in the course of the job. The employee is frequently required to use hands and fingers in the course of general work tasks.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of responsibilities, duties and skills required of personnel so assigned.

Positioned Based in: Milwaukee, WI

Position Type: Full-Time Exempt

Travel Required: Occasional

Reports to: President/CEO Department: Administration

**The above is intended to describe the general content of and requirements for the performance of the job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. **We consider applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, martial or veteran status, sexual orientation, or any other legally protected status. **Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.