Executive Assistant

The Executive Assistant to the President & CEO provides high-level administrative and operational support that helps the President & CEO lead with focus, preparation, and confidence. This role manages executive priorities, coordinates workflow, and ensures the executive office has the information, materials, and logistical support needed to advance organizational leadership.

This position serves as a trusted partner by coordinating communications, managing schedules, supporting board and committee activities, tracking commitments, and helping ensure follow-through across the organization. It is a strong fit for someone who is organized, proactive, discreet, and able to balance requests, deadlines, and organizational priorities with sound judgment.

As Wisconsin’s statewide United Way association, we partner with local United Ways, health and human service organizations, government agencies, and community leaders to strengthen communities across the state. Through statewide partnerships, technology and innovation, learning opportunities, and shared services, we help communities connect people to resources, respond to emerging needs, and advance solutions that improve lives. Our work is rooted in the belief that lasting change is possible when organizations unite around shared purpose and collective action.

We are looking for a thoughtful, organized professional who communicates clearly, uses good judgment, and manages executive office priorities with care. The successful candidate will collaborate well, use technology confidently, take initiative, and bring integrity, compassion, and a service-oriented approach to supporting colleagues, partners, and communities.

Responsibilities may include the following, along with related work that supports organizational priorities.

• Manage and prioritize the President & CEO's calendar, appointments, meetings, travel, and commitments.
• Coordinate requests for the President & CEO's time and ensure scheduling reflects organizational priorities.
• Prepare weekly priorities, brief the President & CEO for engagements, and organize meeting materials, agendas, and background information.
• Track executive commitments, action items, deadlines, and follow-up activities.
• Draft correspondence, presentations, reports, and meeting summaries.
• Coordinate communication and follow-up with staff, board members, partners, funders, and stakeholders on behalf of the President & CEO.
• Collect information and maintain updates that help track organization-wide progress, priorities, and follow-through.
• Maintain confidential records and information with a high degree of discretion.
• Anticipate administrative and logistical needs to ensure executive effectiveness.

• Coordinate Board of Directors, Executive Committee, Finance Committee, and other governance meetings.
• Prepare and distribute meeting notices, agendas, board packets, and supporting materials.
• Record meeting notes and maintain governance records.
• Track board actions, assignments, and compliance documentation.
• Serve as a primary administrative liaison to board members.

• Support executive leadership meetings, retreats, planning sessions, and special projects.
• Coordinate internal meetings and support external meetings and events.
• Maintain action-item trackers and monitor completion of assigned follow-up activities.
• Assist with project coordination and information gathering across departments.
• Support the preparation of organizational reports, presentations, and executive communications.

• Maintain office systems, records, filing structures, and administrative procedures.
• Coordinate equipment, vendors, and facilities-related needs.
• Maintain standard operating procedures and administrative documentation.
• Support onboarding logistics, interview scheduling, and administrative personnel processes as assigned.

• Assist the President & CEO with special projects and strategic initiatives.
• Conduct research, compile data, and prepare summaries for decision-making.
• Support member requests, onboarding, and ongoing member success.
• Uphold company policies and procedures regarding data protection and privacy.
• Perform other duties as assigned.

• Associate’s degree or equivalent combination of education and experience.
• Three or more years of executive support,…