POSITION DESCRIPTION
POSITION TITLE: Executive Assistant
DEPARTMENT: Office of President & CEO
DESCRIPTION DATE: August 2, 2022
HOURS: Full-time
STATUS: Non-Exempt
MINIMUM SALARY: $52,700
LOCATION: Hybrid remote in Milwaukee, WI 53212
PREPARED BY: Yolanda Rocio (HR Lead – Transition Team)
APPROVED BY: Sheila Mayhorn/Tracy L. Williams
REPORTS TO: President and CEO
POSTING DATE: November 16, 2022
POSTING DEADLINE: December 2, 2022
POSITION SUMMARY: Perform advanced administrative duties for President and CEO, the Board of Directors and the Executive Leadership Team (ELT) members, as needed. This role requires the ability to work independently to promote the President and CEO initiatives requiring the ability to exercise independent judgment and discretion while maintaining absolute confidentiality.
ORGANIZATION OVERVIEW:
A pillar in the communities we serve, stands up for social and racial justice, helps families, and strengthens communities. We have been serving women and families for generations and, every day, challenge our community to commit itself to peace, justice, freedom and dignity for all of our neighbors. Throughout our history, we have championed many social movements important to our community then and now, including civil rights, affordable housing, healthcare, racial justice, and pay equity. Our span reaches from the city of Milwaukee to Racine, being very deliberate to uphold our mission.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Perform advanced administrative duties for the President and CEO, the Board of Directors and the Executive Leadership Team (ELT) members, as needed. This role requires the ability to work independently to promote the President and CEO initiatives requiring the ability to exercise independent judgment and discretion while maintaining absolute confidentiality.
KEY RESPONSIBILITIES | ESSENTIAL FUNCTIONS:
I. For the Office of President and CEO (75%)
• Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the operations of the company and the Executive Leadership Team
• Develop and maintain strong donor relationships
• Researches, assembles, and analyzes information. Types reports, manuals, procedures, policies, agendas, meeting, and minutes. Proofreads copy for spelling, grammar, and appearance, making appropriate changes
• Organize and prioritize confidential and non-routine information and calls. Answers telephone calls and responds to inquiries. Reviews and answers mail and inquiries on own initiative and determines within established guidelines if executive action is required
• Provide sophisticated calendar management; prioritize inquiries and requests, troubleshoot conflicts with little guidance, make judgments and recommendations to ensure day-to-day engagements
• Research, organize and makes all travel and accommodation arrangements
• Organize meetings and events for convenings, retreats, various board meetings, and other logistics to ensure that the Office of the President and CEO’s office and organization is represented with excellence
• Meeting planning to include vendor negotiation, coordination of transportation, selecting locations and budget management
• Assist in planning, coordination and execution of special events and projects (provide similar support to leadership team on an as-needed basis)
• Support the office of the President and CEO in strategic communications, organizational strategy, and all other special projects as assigned
• Track PTO for CEO’s direct reports
• Disseminates informational mailings and articles. Preparing and editing correspondence, communications, presentations and other team and company-wide messages
• An ability to engage with stakeholders through positive and effective interactions at all levels of the organization including the Board of Directors
• Office management (supplies, facilities (as needed) and vendors)
• Must be available 24/7 to address concerns after hours, on weekends and able to travel on occasion
• Other duties, as assigned
II. Board of Directors Support (25%)
• Work with the Board of Directors, as needed
• Schedule, plan and organize full board and committee meetings (i.e. set up room, order food, etc.), make sure technology is working and ensure the meeting logistics run smoothly
• Maintain attendance records
• Maintain full board and committee rosters
• Record meeting minutes
• Ensure timely distribution of meeting materials, in advance of full board meetings, including agenda, previous meeting minutes, finance reports, etc.
• Other duties, as assigned
POSITION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions:
• Ability to multi-task priorities
• Well-developed organizational skills, initiative and independent judgment
• Attention to detail is a priority and critical to the success of this position
• Ability to work under pressure
• Great verbal and written communication skills
• Ability to take detailed minutes of meetings
• Good working knowledge of all Microsoft Office applications, Google Suite, and virtual meeting platforms
• Ability to maintain a balance among multiple priorities
• Excellent organizational, time management and project management skills
• Excellent oral and written communication skills
• Valid Wisconsin driver’s license and insured automobile required
• Commitment to YWCA’s mission of eliminating racism and empowering women
EDUCATION AND EXPERIENCE:
• A minimum of an Associate’s degree and three years of experience in non-profit organization; Bachelor’s degree is a plus
• At least eight to ten years of executive support and office management
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
• Noise level varies from low to moderate, typical of that found in an administrative office setting
• Frequent interruptions/changing priorities that typically are associated with executive level position
• Frequent evening hours and weekends
• Duties may be accomplished with a combination of onsite and remote work
NOTE: COVID-19 safe work environment accommodations are provided
Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.
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:
• Pressures normally associated with meeting deadlines
• Frequently required to sit for long periods of time in front of computer screen
• Frequent interruptions/changing priorities that typically are associated with a challenging development department
• Occasionally required to drive
Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.
COMPENSATION PACKAGE: Full-time position, salary range: $25.00 – $32.00
HOW TO APPLY: Please send cover letter, resume and salary expectations to: CV@ywcasew.org
YWCA Southeast Wisconsin is an equal opportunity employer and does not discriminate on the
basis of race, color, gender, religion, age, sexual orientation or identity, national or ethnic origin,
disability, marital status, veteran status or any other occupationally irrelevant criteria.
Please click here to download the position description.