Executive Assistant To The President/Ceo

Why a career with Independence First?

When you join Independence First you will be part of a collaborative and passionate team. You will also enjoy lucrative benefits! Independence First was selected as one of Milwaukee Business Journal's Best Places to Work in 2022 and 2023.

Independence First is looking for awesome people to join our team!

You are just the person to join our growing team if you are...

• Looking for an Excellent Benefits Package

• Passionate About Helping Others

• Prefer Bilingual in English, Spanish, Hmong or Russian (Not required)

Benefits include:

• 12 sick days, 13 vacation days and an additional 12 paid holidays a year

• Employer paid Dental, Life Insurance (twice annual salary), AD&D, Short and Long Term Disability

• Health Insurance Benefits (partially employer paid, depending on coverage)

• Low-cost Vision Insurance

• Employer-matched 403(b) Retirement Account

• Fitness Center On-site

• Annual Health Risk Assessment

• Annual Flu Shot

• Comprehensive Wellness Program

• Tuition Reimbursement Program

POSITION DESCRIPTION

Position: Executive Assistant to the President/CEO

Status: Full time, Hourly

Reports to: President/Chief Executive Officer

Position Summary: Provides administrative support for the President/Chief Executive Officer. Under general direction, perform routine and advanced administrative duties requiring considerable skill and in-depth knowledge of organizational policies and procedures. Duties include diligent management of senior officer's calendars, preparing high level reports, and manage special projects. Expected to function independently of direct supervision and exercise sound judgment in handling confidential information with executive management.

Position Expected Hours of Work: This is a Full-Time position. Days and hours of work are Monday through Friday, 8:00 am to 4:30 pm however there may be some variability in the weekly schedule due to consumer need driven by compliance as well as by agency need. Occasional evenings and weekends. Staff is expected to be able to work in the office, remotely, or a hybrid of both, during regular business hours.

Essential Functions of the Position:

• Assist CEO with external communication and partnership building. This includes scheduling meetings, correspondence, maintain contact database, and follow-up.

• Provide administrative support for CEO, COO and CFO. Compose correspondence as needed, which may contain confidential information.

• Takes initiative on requests and inquiries of administrative nature; seeks greater role in projects within administrative competence.

• Manages and maintains calendars to coordinate schedules, meetings, appointments, and related arrangements to maximize time efficiency.

• Proofread and format documents to ensure accuracy.

• Create documents and flyers upon request while ensuring accuracy of all content.

• Greet and direct appointments, tours, etc. in a professional manner. Exceptional customer service skills required.

• Assists with the preparation of presentations and materials for distribution to staff, Executive management, Board Members, and with external stakeholders.

• Act as liaison and schedule meetings for the Board and Committees and ensure that minutes are completed and distributed, as well as maintain Board records.

• Maintain President/CEO, Board of Directors, and master contract files.

• Facilitate meeting preparation, including scheduling rooms, food, and materials for administrative, board, external, or agency-wide events.

• Ensures all agency web pages and documents are accessible under the 504 and 508 compliance laws.

• Arrange and book travel for various staff.

• Responsible for CEO credit card receipts, mileage, and expense report.

• Performs other duties as assigned.

Work Environment

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work environment is generally performed in an office setting with minimal to moderate noise level.

Disclaimer:

The above statements reflect the general details necessary to describe the principle functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.

As an Independent Living Center, it is required that 51% of Independence First's staff have a disability. Independence First is an equal opportunity employer and strongly encourages people with disabilities to apply for this position.

Experience and Skills:

Professional Qualifications

• Excellent communications skills; both verbal and written, with internal and external audiences. Capable of building relationships on the phone, email and face-to-face.

• Demonstrated professionalism in manner and appearance, dressing business casual when representing agency in outreach activities.

• Has a positive attitude, reliability, a self-starter yet a team player, is conscientious, hard working.

• High school diploma or equivalent training in clerical and office procedures.

• Must have proficiency in a variety of computer software applications in word processing, spreadsheets, database and presentation software.

• Ability to operate office data processing equipment and other office equipment.

• Ability and flexibility to multitask with competing deadlines along with professional judgment to maintain highly confidential information.

• Ability to understand and apply/utilize various federal, state and local funding source regulations and documents with regard to preparation of proposals and reporting requirements.

• Excellent writing and proofreading skills with the ability to pay attention to details and strive for consistency.