Executive Assistant to President and CEO

The Wisconsin Foundation and Alumni Association (WFAA)*, the private fundraising and alumni relations organization for UW-Madison, is recruiting for an experienced and dynamic Executive Assistant to support the President and CEO and members of the senior leadership team. This critical position has significant interactions with WFAA staff, UW campus administration, donors, board members, alumni, and other leaders in the UW community.

We are looking for a highly organized, self-motivated professional with strong attention to detail who has uncompromising attention & commitment to matters of discretion & confidentiality. If this sounds like YOU, keep reading.

Essential Functions

General Administration

  • Provide critical administrative support to the President and CEO, including: Represent the President and CEO’s office in a professional manner, exercising discretion in communicating with donors, faculty, staff, and various stakeholders in handling of administrative records, files, and confidential items.
  • Manage a complex calendar with accuracy and precision including travel arrangements for WFAA and outside board affiliations.
  • Screen and prioritize incoming calls and requests, make appropriate referrals, and take necessary action, while exhibiting an open and positive manner.
  • Respond to board, staff, and alumni inquiries and information requests with accuracy and timelines.
  • Compose draft correspondence for the CEO or CAO’s signature, including complex responses that require compiling or obtaining information in order to respond to inquiries, phone calls or correspondence.
  • Edit, fact-check and proofread all documents prepared for CEO or CAO signature.
  • Provide administrative support to the senior vice president and chief advancement officer (CAO).

Board Support

  • Support the activity of the volunteer Board of Directors.
    • Communicate logistical information to staff in timely manner.
    • Organize resources and materials on BoardEffect (online sharing software tool).
    • Work with the events team to secure venues, service contracts and make other arrangements for meetings
  • Attend meetings and prepare minutes for Board of Directors and Advancement Committee.
  • Coordinate the review and distribution of Minutes to the Auditors, Committees and prepare the Minutes for offsite storage.
  • Manage meeting attendance information in database for annual statistical reports.
  • Send minutes to auditors upon request
  • Monitor email and triage response.
  • Work independently and within a team on special nonrecurring and ongoing projects, at the request of the president and CEO/CAO/chief of staff.

Qualifications

  • High school graduate required. Post high school training, college degree, or equivalent preferred;
  • 3 + years of relevant professional work experience in a dynamic, team-orientated environment;
  • Previous experience providing administrative, event planning, or logistical support to individuals or teams;
  • Excellent verbal and written communication skills;
  • High level proficiency with MS Office products, particularly Word, Excel, PowerPoint and Outlook; BoardEffect (not required but desired);
  • Creativity, innovation, flexibility, and ability to work with loosely defined parameters.

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