EXECUTIVE ADMINISTRATIVE ASSISTANT

Prismhr Hire; Madison (WI); On-site; USD 30,000 - 41,000; Full time

Benefits offered by this job

Health insurance

Paid leave

Annual bilingual bonus

Job summary

Common Wealth Development is seeking an Executive Administrative Assistant to support the Executive Director and help ensure the smooth operation of our organization. The role emphasizes organization, communication, and independent work under tight deadlines.

The successful candidate will bring 2–3 years of administrative experience, solid Microsoft Office skills, and strong written and verbal communication. Bilingual Spanish-English is a valued asset, with bonuses tied to language proficiency.

Qualifications

• 2–3 years in an administrative role.
• Proficiency in Microsoft Office suite.
• Strong written and verbal communication.
• Ability to manage multiple tasks under tight deadlines.
• Bilingual in Spanish and English is preferred.

Responsibilities

• Provide day-to-day administrative support to the Executive Director.
• Manage calendars, schedule meetings, and handle correspondence.
• Oversee office logistics, including mail and phone systems.
• Assist with accounts payable/receivable and basic finance tasks.
• Draft and review professional communications and manage internal systems.
• Coordinate organizational projects and monitor training records.

Skills

Microsoft Office

Communication skills

Multi-tasking

Independent work

Spanish bilingual

Tools

Word

Excel

Outlook

Teams

Job description

Common Wealth Development is seeking a highly organized and detail-oriented Executive Administrative Assistant to support the Executive Director and contribute to the efficient operation of our organization. This role is critical in ensuring the smooth execution of administrative tasks, managing communications, and assisting with various operational functions. The ideal candidate will have strong administrative skills, proficiency in Microsoft Office tools, and the ability to work independently under tight deadlines. This is a full-time position with benefits, including a generous paid leave package and health insurance. Compensation is $26.00 per hour. Common Wealth offers a $1.50 per hour bonus (annually) to employees who are bilingual in Spanish and English. Applicants must have a valid driver’s license and regular access to an insured car.

Major Responsibilities

• Administrative Support: Provide day-to-day administrative support to the Executive Director, including managing calendars, scheduling meetings, and handling correspondence.
• Office Management: Oversee office logistics, including supply management, phone systems, and mail distribution. Assist with accounts payable and receivable under the supervision of the Administration and Finance Coordinator.
• Communication Management: Support organizational communication efforts, including managing social media accounts, websites, and other digital outlets. Draft and review professional correspondence.
• Project Coordination: Assist in coordinating organizational projects, tracking employee training and evaluations, and managing internal systems such as Microsoft Teams.
• Research Support: Conduct basic research to support the Executive Director and leadership team, compiling information and preparing reports as needed.
• Experience: Minimum of 2-3 years in an administrative role, preferably within a non-profit or community development setting.
• Skills: Proficiency in Microsoft Office (Word, Excel, Outlook, Teams) is essential. Strong written and verbal communication skills are required, along with the ability to manage multiple tasks under tight deadlines.
• Knowledge: Familiarity with community development, housing policy, and economic development is preferred. A commitment to racial justice and health equity is essential.
• Independence: Ability to work independently with minimal supervision, demonstrating initiative and problem-solving skills
• Ability to communicate effectively and professionally both verbally and in writing.
• Proficient in word processing and database programs specifically Microsoft Office and case management software.
• Bilingual in Spanish.

Desired Qualifications:

Common Wealth Development values diverse life experience in its hiring process and is an Equal Opportunity Employer. Bilingual, bicultural, and people of color are strongly encouraged to apply. We value the work of our local schools and educators, and graduates of Madison area high schools are strongly encouraged to apply. Our team is diverse in every sense of the word, but united in our linked fate, shared prosperity, and our commitment to an upstream approach to racial justice, health equity and violence prevention.