People Assistant

Position: PEOPLE EXPERIENCE ASSISTANT
WHY WHEDA?

WHEDA serves Wisconsin residents and communities by working with others to provide creative financial and technical resources to stimulate and preserve affordable housing, small businesses, and agriculture.

WHEDA employees participate in the State of Wisconsin benefit package (). WHEDA offers an excellent benefits package that includes:
Medical, Vision, and Dental Insurance, State Retirement plan; 457 Deferred Compensation, Group Term Life Insurance (and optional term life insurance for family members), Disability Insurance, paid sick leave, paid vacation time twenty eight (28) personal holiday hours, Twelve (12) paid legal holidays per year, tuition reimbursement program.

WHEDA is an equal opportunity and Affirmative Action employer seeking a diverse and talented workforce. Veterans are also encouraged to apply.

WHEDA has a remote work policy where certain employees may enjoy a hybrid or remote work schedule, based on position and business needs. See more details below related to this specific position.

WHEDA is seeking a People Experience Assistant to join our Administration Department in our Madison facility.

SALARY:
Hiring Range for this position is from $42,768- $51,709 Annually. Offered Salary will be based on qualifications and internal pay equity. WHEDA provides a competitive salary and WHEDA employees participate in the State of Wisconsin benefit package which includes retirement, health insurance and deferred compensation programs.

POSITION OVERVIEW:

In the spirit of WHEDA's mission to "Put People First", the position of People Experience Assistant provides proactive administrative, workplace and employee experience support to deliver exceptional experiences for employees, customers, board members, candidates and other stakeholders.

This position serves as the first point of contact for many visitors and employees and plays a key role in creating a welcoming, organized and service-oriented environment. Responsibilities include front desk and phone coverage, workplace coordination, scheduling, employee engagement support, onboarding logistics, and administrative support for the Administration department.

ESSENTIAL DUTIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

FRONT DESK & WORKPLACE EXPERIENCE

• Confidently and enthusiastically answers phones, directs calls, greets guests and assists employees, visitors, and external partners by providing accurate information and a welcoming experience.
• Serves as the primary front desk presence for the Authority and helps create a professional, hospitable, and employee-focused environment.
• Coordinates visitor logistics, meeting room readiness, hospitality needs, and front office organization and appearance.
• Enthusiastically represents WHEDA and the People Strategy & Experience department through hospitality, professionalism, and exceptional customer service.
• Helps maintain welcoming shared spaces including reception, café, conference rooms, and employee common areas.
• Assists with preparing workstations and office spaces for new and departing employees.

ADMINISTRATIVE & OPERATIONAL COORDINATION

• Performs administrative support duties, including recording daily checks received, distributing mail, supply inventory and ordering, purchase requests and processing expense reports, and tracking of employee-related data.
• Creates, proofs, formats, and edits documents, templates, labels, forms and departmental communications.
• Maintains tracking tools, spreadsheets, logs, and other department tools with accuracy and attention to detail.
• Coordinates meetings, reserves resources, assembles or prepares meeting materials and assists with travel coordination as needed.
• Assists with employee communications, engagement activities, recognition initiatives, and department hosted events.
• Supports department projects, process improvements, and operational coordination activities.

EMPLOYEE EXPERIENCE & ENGAGEMENT SUPPORT

• Supports employee engagement, culture, wellness, recognition, and workplace experience initiatives.
• Assists with employee events, celebrations, onboarding experiences and other employee focused activities.
• Supports internal employee communications and department-wide engagement efforts.
• Helps foster a positive, collaborative, and service-oriented workplace culture.

TALENT ACQUISITION & ONBOARDING COORDINATION

• Supports talent acquisition activities including job posting, interview scheduling, candidate correspondence, and onboarding coordination on an as needed basis.
• Assists with onboarding logistics to help create welcoming and organized new hire experience.
• Performs or assists with other duties as assigned.

QUALIFICATIONS:

• High School Diploma, or G.E.D., AND 3 years of progressively responsible office experience; OR an equivalent combination of education and experience
• Valid Driver's License

KNOWLEDGE AND SKILLS:

• Strong customer service, hospitality, and employee experience orientation.
• Excellent verbal and written communication…