Executive Assistant
Executive AssistantMilwaukee, WI · Full time
We seek a resourceful, agile, and detail-oriented Executive Assistant to support the Executive function. Reporting to our CEO, this role will ensure smooth project execution, effective communication, and timely delivery of administrative functions. This role requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a mission-driven environment.
Description
About Wisconsin Watch
Wisconsin Watch is a nonprofit news company providing trustworthy reporting that investigates problems, explores solutions and serves the public. Our mission is to strengthen the quality of community life and self-government in Wisconsin by providing people with the knowledge they need to navigate their lives, drive forward solutions and hold those with power accountable. We pursue the truth through accurate, fair, independent, rigorous, nonpartisan reporting. We value transparency, collaboration, innovation and a spirit of public service. These priorities guide our investigations, which expose wrongdoing and deficiencies, explore solutions to problems and bear witness to those in vulnerable circumstances.
Duties and Responsibilities
Executive Support (50%)
- Manage the Executive Director’s calendar, appointments, travel arrangements, and correspondence.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Conduct research, compile data, and prepare reports for internal and external audiences.
- Act as a liaison between the Executive Director and internal/external stakeholders.
- Assist with grant reporting, donor communications, and event coordination as needed.
- Handle confidential information with discretion and professionalism.
Board Liaison (20%)
- Serve as the main point of contact between the Board of Directors and the Executive Director.
- Coordinate and schedule Board and committee meetings, including logistics, venue, and technology.
- Prepare, distribute, and archive Board meeting materials (agendas, minutes, reports, resolutions).
- Track Board member terms, attendance, and compliance with bylaws and policies.
- Support Board recruitment, onboarding, and orientation processes.
- Maintain up-to-date records for all Board-related documents.
Operational Support & Team Development (20%)
- Contribute to administrative process enhancements and participate in team-based problem-solving.
- Support special projects across departments, including staff onboarding, process automation, or audits.
- Assist with internal initiatives that drive professional development and organizational culture.
- Plan internal meeting agendas; facilitate internal meetings as needed.
- Support physical and virtual mail procurement and routing.
- Participate in ongoing training and knowledge-sharing.
Quality Assurance & Process Compliance (10%)
- Ensure data integrity and adherence to firm standards in documentation and communication.
- Monitor task queues and prioritize workflow to meet project deadlines.
- Participate in internal meetings and contribute to operational improvement efforts.
- Stay current on policies, procedures, and compliance requirements relevant to the organization.
Qualifications
- Minimum of 5 years of experience in an executive support role, preferably in a nonprofit setting.
- Experience working with Boards of Directors or senior leadership teams.
- Strong organizational and time-management skills with attention to detail.
- Excellent written and verbal communication skills.
- Demonstrated ability to handle confidential and sensitive information with discretion.
- Commitment to the mission, values, and goals of the organization.
- Possesses exceptional written and verbal communication skills.
- Demonstrates a proactive, problem-solving mindset with a focus on outcomes.
- Is highly organized, detail-oriented, and capable of juggling multiple priorities.
- Is familiar and comfortable with various technologies, from Google Workspace (Sheets, Docs, etc.) and CRMs to social platforms, ensuring smooth execution of tasks and communication across different tools.
Location: The Executive Assistant will be located in Wisconsin, preferably in the greater Madison or Milwaukee areas.
Status, Salary, and Benefits:
- Full-time, hybrid position.
- 5 weeks of vacation, retirement fund contribution, paid sick days, paid family and caregiver leave, subsidized medical and dental premiums, vision coverage, and more.
Final salary offer amounts will carefully consider multiple factors, including prior experience, expertise and location.
Deadline: Applications will be accepted until the position is filled. For best consideration, apply by June 6, 2025.
To apply: Please submit your resume and answer each of these three questions in 50 words or less.
- Why are you interested in joining our team?
- Why are you qualified for this job?
- Is there anything else we should know about you?
If you’d like to chat about the job before applying, contact Lauren Fuhrmann at lfuhrmann@wisconsinwatch.org?
Wisconsin Watch is dedicated to improving our newsroom by better reflecting the people we cover. We are committed to diversity and building an inclusive environment for people of all backgrounds and ages. We especially encourage members of traditionally underrepresented communities to apply, including women, people of color, LGBTQ+ people, and people with disabilities. We are an equal opportunity employer and prohibit discrimination and harassment of any kind. All employment decisions are made without regard to race, color, religion, sex, sexual orientation, national origin, age, or any other status protected under applicable law.
Salary
$40,000 - $65,000 per year