Executive Staff Assistant

May 21

Wisconsin Historical Foundation, Inc.
Madison, WI

Anticipated Start Date: July 13th

Description

The Executive Staff Assistant provides administrative coordination and support for board and organizational leadership. They are responsible for logistics, materials, and communications for the Board of Directors, Executive Director, and Fundraising Team. The Executive Staff Assistant balances day-to-day responsibilities with cyclical projects to enhance the efficiency and effectiveness of Foundation leadership.

Responsibilities

Core Duties Planning & Execution (40%)

Serve as liaison to the Wisconsin Historical Foundation Board of Directors (WHF Board)
Maintain excellent working relationship with Directors and Curators
Schedule and coordinate quarterly and special WHF Board Committee meetings
Coordinate all details and preparations for quarterly in-person and virtual WHF Board and annual WHREF Board meetings and execute day-of events.
Develop and execute Director orientations and education sessions
Support the Operations Manager in the maintenance of Foundation Board of Directors policies, including the coordination of yearly Board of Directors policies, contracts, and procedures reviews and the annual collection of Director commitments and Conflict of Interest Forms
Maintain a working history of the Board Directors and accomplishments, including an archive of meeting materials and minutes
Maintain all data related to the Board of Directors and Board of Curators contact information, term(s), etc. in the Raiser’s Edge database
Assist in managing board prospect list Draft minutes, resolutions, memos and other board-related materials Assist staff in preparing, organize, and distribute meeting materials for the quarterly WHF Board and Committee meetings
Track and coordinate recognition of board member accomplishments, birthdays, and other occasions (e.g., cards, gifts, celebrations)
Maintain communications with the WHF Board, Wisconsin Historical Real Estate Foundation Board of Directors (WHREF Board), and Wisconsin Historical Society Board of Curators (WHS Board)

Executive Director Support (30%)

Answer, direct, and/or draft phone, email, and other communications on behalf of Executive Director as appropriate
Assist in facilitating internal staff communication and organizational awareness
Provide logistical support for internal and external meetings and travel as requested
Liaise with Society Executive Staff Assistants on boards and leadership teams activity
Be responsive to the needs of Executive Director, internal/external stakeholders, and urgent communication

Fundraising & Operational Assistance (30%)

Track and coordinate recognition of major donor news, accomplishments, birthdays, and other occasions (e.g., cards, notes, gifts, celebrations)
Assist Events Manager with Fundraising Team events as needed
Assist the Assistant Director of Development Services with drafting, proofreading, printing, and mailing acknowledgements, reports, and other correspondence
Assist Fundraising Team with preparations (e.g., logistics, materials, gifts) and follow-up (e.g., notes, data input) for donor visits upon request
Organize and facilitate weekly
Fundraising Team meetings and quarterly State Archive Preservation Facility tours
Provide back-up administrative support to Marcom Team
Provide weekly gift entry assistance and periodic back-up customer service to Fundraising Team
Provide logistical support for team meetings and retreats

Requirements

Dedication to the Foundation’s and Society’s missions and core values: Embrace a spirit of service. Engage our expertise. Spark enthusiasm. Cultivate inclusion. Exceed expectations. Think big and grow with purpose.

Promise to be a dynamic part of a devoted, friendly team that values autonomy and accountability. High degree of professionalism, impeccable integrity, and sincere awareness of others’ needs and interests.

Sensitivity to working with and maintaining security of confidential staff, constituent, and financial data. Exemplary people skills with the ability to build trust through constant interaction with board members, donors, prospects, colleagues, and partners.

Meticulous and consistent in matters of accuracy, presentation, and attention to detail. Grace and adaptability under pressure in a fast-paced environment with the ability to appreciate a sense of fun and enjoyment in the workplace. Proficient in the use of personal computers and routine software applications.

Experience with database software and Adobe products is advantageous. Ability and willingness to travel around Wisconsin and accommodate evenings and weekends accordingly. 3-5 years of related administrative coordination and leadership support

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable employees with disabilities to perform the essential functions. While performing the duties of this job, the employee should have the ability to receive detailed information through oral communication and have close visual acuity to prepare and analyze written communication.

Hybrid Workplace

This position is eligible for hybrid or remote work. Schedule to be determined with supervisor upon hire. All Wisconsin Historical Foundation staff are required to attend occasional (8 or more per year) in-person meetings or events in or near Madison, Wisconsin and are responsible for their own commute/travel.

Salary Range and Employee Benefits

Starting salary range $50,000 - $60,000 dependent upon qualifications and experience. The position is eligible for the Wisconsin Historical Foundation’s benefits package including health, dental and vision insurance; competitive retirement plan including employer match and generous PTO policy.

How to Apply for this Job

Apply now

About the Organization

The Wisconsin Historical Foundation exists to support the Wisconsin Historical Society and further their mission of collecting, preserving, and sharing history. As a 501(c)(3) tax exempt organization, the Foundation receives grants and private contributions benefiting the Society, administers the membership program, and provides marketing and communications services for the Society.

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