EXECUTIVE ADMINISTRATIVE ASSISTANT

Common Wealth Development, Inc.; Madison (WI); On-site; USD 36,000 - 39,000; Full time

Benefits offered by this job

Health insurance

Generous paid leave

Annual bilingual bonus

Job summary

Common Wealth Development, Inc. seeks an Executive Administrative Assistant to support the Executive Director and keep operations running smoothly.

The role requires strong organizational skills, independence, and proficiency in Microsoft Office, with a focus on effective communication and project coordination. The position is full-time in Madison, WI, offering health insurance and a generous paid leave package.

Qualifications

• 2–3 years in an administrative role, preferably in a non-profit or community development setting
• Proficiency in Microsoft Office (Word, Excel, Outlook, Teams)
• Strong written and verbal communication skills; ability to manage multiple tasks under tight deadlines
• Bilingual in Spanish and English preferred; familiarity with community development, housing policy, and economic development

Responsibilities

• Provide day-to-day administrative support to the Executive Director: manage calendars, meetings, and correspondence
• Oversee office logistics: supply management, phone systems, and mail distribution; assist with accounts payable/receivable
• Support organizational communications: manage social media, websites, and draft professional correspondence
• Coordinate organizational projects: track training/evaluations and manage internal systems (Microsoft Teams)
• Conduct basic research to support leadership and prepare reports as needed
• Communicate effectively and professionally, both verbally and in writing; work independently with minimal supervision

Skills

Microsoft Office

Communication

Time management

Independent work

Bilingual Spanish

Project coordination

Tools

Microsoft Teams

Case management software

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.