Executive Assistant jobs in Madison, WI

Primary Function

Work in concert with the President/CEO in coordinating the activities of the corporate function pertaining to the elected leadership - Board of Directors - for The League, The W.C.U.L. Services Corp., The Wisconsin Credit Union Foundation, Reach Business Lenders®, LLC, and Unity Fund Committee. Assist the President in their function as CEO in carrying out the daily operations of the League. Provide administrative support to the President/CEO and others, as needed.

Major Duties and Responsibilities

Corporate Function:

• Develop meeting agendas, related reports, and meeting materials. Ensure meeting materials are accurate and timely.
• Conduct follow-up with management for updated reports on requested items from the Board and/or President/CEO.
• Develop drafts of proposed bylaw amendments and board policy changes at the request of the Board Chair and/or President/CEO.
• Maintain all corporate records. Act as recording secretary and take notes at all board meetings, and any other meeting as requested by the President/CEO. Create accurate written minutes in a timely manner, obtain approval, and distribute accordingly.
• Work with the President/CEO to coordinate League Board election procedures.
• Maintain files with pertinent information for newly-elected directors for use at orientation meeting with the President/CEO.
• Provide support to board members related to their responsibilities as needed.

Annual Convention:

• Working with the President/CEO and/or board chair, draft the agenda for the Annual Convention.
• Prepare and coordinate delegate registration.
• Prepare and coordinate pre-Convention notification items for the Annual Meeting.
• Prepare and coordinate the distribution of the Annual Meeting Agenda & Reports materials. Obtain reports from outside associated organizations and internally. Prepare and include any resolutions.
• Working with the President/CEO and/or board chair, update the list of VIPs to be invited to the Annual Convention and develop letters of invitation and a separate guest registration form.
• Working with the President/CEO and/or board chair, prepare the working script off the agenda, for use in conducting the Annual Meeting.
• Prepare a summary of the Delegates' Session including all actions taken for distribution to the board of directors and for filing in the corporate minute book. Include the summary for approval on the June Board Meeting Agenda.
• Coordinate recognition awards for League directors leaving the board.
• Other Annual Convention duties as assigned.

Administrative Function:

• Apply top executive administrative skills to work performed for the President/CEO as assigned.
• Keep board policies and League bylaws current and up to date.
• As assigned, conduct research, compile data, and prepare information for consideration by the President/CEO.
• Perform membership updates in internal AMS system as assigned, including Board member and other committees.
• Coordinate the scheduling of management team and/or staff meetings.
• Schedule meetings as requested by President/CEO and oversee their calendar.
• Send messages to League membership from the President/CEO as needed.
• Assist staff with special projects and various administrative duties as requested.

Skills, Knowledge and Experience

• A minimum of 5 years of executive assistant level experience required. Prefer experience with corporate governance functions.
• Must possess excellent oral and written communication skills, and ability to summarize information appropriately for an executive audience.
• Strong initiative, analytical and critical thinking with the ability to anticipate the needs of the President/CEO.
• Excellent organizational skills, detail-oriented, exceptional interpersonal skills with positive outlook and ability to build relationships.
• Must have excellent time management skills with the ability to prioritize demands while maintaining an attention to detail.
• Possess the ability to handle confidential information and use discretion.
• Ability to learn quickly and exercise judgment to identify and prioritize tasks.
• Advanced knowledge of Microsoft Office Suite.