EXECUTIVE ADMINISTRATIVE ASSISTANT

Common Wealth Development, Inc; Madison (WI); On-site; USD 30,000 - 42,000; Full time

Benefits offered by this job

Health insurance

Paid leave

Job summary

Common Wealth Development is seeking an Executive Administrative Assistant to support the Executive Director and help ensure smooth day‑to‑day operations.

The role requires strong organizational skills, proficiency with Microsoft Office, and the ability to work independently under tight deadlines. This full‑time position includes health insurance, a generous paid leave package, and a bilingual Spanish/English bonus. A valid driver’s license and regular access to an insured car are required.

Qualifications

• Minimum of 2–3 years in an administrative role, preferably within a non-profit or community development setting.
• Proficiency in Microsoft Office tools (Word, Excel, Outlook, Teams) and strong written and verbal communication skills.
• Ability to manage multiple tasks and deadlines with independence.
• Bilingual in Spanish and English.

Responsibilities

• Provide day-to-day administrative support to the Executive Director, including calendars, meetings, and correspondence.
• Oversee office logistics (supplies, phone systems, mail) and assist with accounts payable/receivable under supervision.
• Draft and review professional correspondence; manage organizational communications and social media."
• Coordinate organizational projects and track employee training and evaluations; manage Microsoft Teams and internal systems.
• Conduct basic research and prepare reports for leadership as needed.

Skills

Microsoft Office proficiency (Word,?;&

Tools

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.