Executive Assistant

Job Details

Job Location

MCFI Main Campus - Milwaukee, WI

Position Type

Full Time

Education Level

4 Year Degree

Travel Percentage

Up to 25%

Job Shift

1st Shift

Job Category

Admin - Clerical

Description

Job Purpose: This professional position is a management position and is responsible for supervising the general operations of the Chief Executive Office/ Executive Officer.

Essential Job Functions:

(Reasonable Accommodations may be made to enable individuals with disabilities to perform these essential functions.)

• Provides confidential administrative services to the Chief Executive Officer/ President, including editing and preparing correspondence and reports, meeting scheduling, research, and other special projects.

• Retrieves, collates, and researches contracts, documents, and proposal notifications.

• Supports the execution of agency contracts using the agency contract database and completes Due Diligence forms and contract mailings.

• Provides project and administrative support, track and report progress on Agency initiatives as directed by the Chief Executive Officer/ President and senior leadership staff.

• Assembles all CFI Board of Directors’ meeting documents, records and supports the recording of minutes for committee/Board meetings, and coordinates Board communication. Also responsible for recording minutes for other Boards and committees of the organization.

• Coordinates scheduling space logistics and catering for the Board and executes All Staff meetings.

• Manages, maintains, and keeps up to date with the calendar of the CEO including scheduling meetings both internally and externally and monitoring for key dates.

• Communicates in a timely fashion to inquiries from diverse community partners, board of directors, government and public officials, staff, the public, etc.

• Works with the executive team on bi-weekly meeting design and implementation, agenda creation, etc.

• Serves as liaison between the CEO and Vice Presidents, developing and distributing bi-weekly executive team agendas, updates, and minutes.

• Plans work schedules, establishes priorities, forecasts resource requirements, anticipates change, and measures results regularly within role.

• Frequently communicates with staff and visitors about a variety of functions within the agency in person, via e-mail, or over the phone. Must be able to exchange accurate information in these situations.

• Performs special assignments and or projects as assigned.

Qualifications

Required Education, Experience, Certifications, Licensure and Credentials: (Where appropriate, education and/or experience may be substituted)

Minimum Required Education: Bachelor’s Degree or 5 years commensurate experience

Minimum Required Experience: Advanced administrative experience.

Travel outside of office: Up to 30%- Local Travel

Required Valid Driver’s License: Valid Wisconsin driver’s license

Required Auto Insurance: vehicle liability insurance in accordance with Agency policy

Knowledge Skills Abilities:

• Skill and ability to type neatly, rapidly, and accurately.

• Advanced knowledge, skill, and ability in the use of personal computers and various software/ applications including Excel and Microsoft Word to include internet applications.

• Skill and ability to provide clear, accurate communication to staff, leaders, and community partners.

• Ability to work well both independently and in a team.

• Must be able to meet strict deadlines and prioritize in a fast-paced environment.

• Knowledge, skill and ability in office practices, procedures, and their application.

• Able to take on daily impromptu tasks and be able to forecast other responsibilities that happen monthly.

• Uses a variety of methods to ensure message is conveyed. Communicates effectively, expresses clear and concise ideas.

• Ability to listen to and understand others.

• Able to give feedback and be receptive to feedback received.

• Must be able to review contracts or outgoing communication for errors or completeness prior to submittal and filing.

Physical Requirements, Visual Acuity, and Work Conditions:

Physical Requirements : Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Must be able to remain in a stationary position 50% of the time. The person in this position needs to occasionally move about inside the office to access filing cabinets, office machinery, etc. Operates a computer and other office productivity machinery frequently, such as a calculator, copy machine, and computer printer.

Visual Acuity : The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal.

Working Conditions : None: The worker is not substantially exposed to adverse environmental conditions. Work hours are generally from 8:30 a.m. 4:30 p.m., but occasionally longer hours may be required. Must be able to travel and may need to attend events.

This is a general outline of the essential functions of this position and shall not be construed as an all-inclusive description of all work requirements and responsibilities that may be inherent in this position. The employee may be required to perform other job-related duties as requested by the designated work leader(s). All requirements are subject to change over time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

CFI is an Equal Opportunity/Affirmative Action Employer and promotes a Drug Free Work Environment