Executive Assistant

United Way Worldwide; Madison (WI); On-site; USD 60,000 - 95,000; Full time

Job summary

United Way of Wisconsin is seeking an Executive Assistant to the President & CEO to provide high-level administrative and operational support, enabling focused leadership. The role coordinates workflow, prepares materials, and ensures the executive office has the information and logistics needed to advance organizational priorities.

The successful candidate will partner across the organization, manage calendars and travel, draft correspondence, support board and governance activities, and

Qualifications

• Associate degree or equivalent experience in executive support or admin.
• 3+ years supporting a CEO or senior executive.
• Excellent organizational and communication skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage the President & CEO's calendar, meetings, travel, and commitments.
• Coordinate requests and align scheduling with organizational priorities.
• Prepare briefs, meeting materials, and summaries for engagements.
• Track commitments, action items, and deadlines.
• Draft correspondence and executive communications.
• Coordinate communications with staff, board, funders, and stakeholders.
• Maintain confidential records and anticipate administrative needs.
• Support board and governance meetings logistics.
• Assist with onboarding, projects, and organizational reports.

Skills

Organizational skills

Communication skills

Confidentiality

MS 365 proficiency

Prioritization independence

Education

Associate’s degree or equivalent experience

Tools

Outlook

Teams

SharePoint

Job description

The Executive Assistant to the President & CEO provides high-level administrative and operational support that helps the President & CEO lead with focus, preparation, and confidence. This role manages executive priorities, coordinates workflow, and ensures the executive office has the information, materials, and logistical support needed to advance organizational leadership.

This position serves as a trusted partner by coordinating communications, managing schedules, supporting board and committee activities, tracking commitments, and helping ensure follow-through across the organization. It is a strong fit for someone who is organized, proactive, discreet, and able to balance requests, deadlines, and organizational priorities with sound judgment.

ABOUT UNITED WAY OF WISCONSIN

As Wisconsin’s statewide United Way association, we partner with local United Ways, health and human service organizations, government agencies, and community leaders to strengthen communities across the state. Through statewide partnerships, technology and innovation, learning opportunities, and shared services, we help communities connect people to resources, respond to emerging needs, and advance solutions that improve lives. Our work is rooted in the belief that lasting change is possible when organizations unite around shared purpose and collective action.

CORE COMPETENCIES

We are looking for a thoughtful, organized professional who communicates clearly, uses good judgment, and manages executive office priorities with care. The successful candidate will collaborate well, use technology confidently, take initiative, and bring integrity, compassion, and a service-oriented approach to supporting colleagues, partners, and communities.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Responsibilities may include the following, along with related work that supports organizational priorities.

Executive Support and Priority Management

• Manage and prioritize the President & CEO's calendar, appointments, meetings, travel, and commitments.
• Coordinate requests for the President & CEO's time and ensure scheduling reflects organizational priorities.
• Prepare weekly priorities, brief the President & CEO for engagements, and organize meeting materials, agendas, and background information.
• Track executive commitments, action items, deadlines, and follow-up activities.
• Draft correspondence, presentations, reports, and meeting summaries.
• Coordinate communication and follow-up with staff, board members, partners, funders, and stakeholders on behalf of the President & CEO.
• Collect information and maintain updates that help track organization-wide progress, priorities, and follow-through.
• Maintain confidential records and information with a high degree of discretion.
• Anticipate administrative and logistical needs to ensure executive effectiveness.

Board and Governance Support

• Coordinate Board of Directors, Executive Committee, Finance Committee, and other governance meetings.
• Prepare and distribute meeting notices, agendas, board packets, and supporting materials.
• Record meeting notes and maintain governance records.
• Track board actions, assignments, and compliance documentation.
• Serve as a primary administrative liaison to board members.

Organizational Coordination

• Support executive leadership meetings, retreats, planning sessions, and special projects.
• Coordinate internal meetings and support external meetings and events.
• Maintain action-item trackers and monitor completion of assigned follow-up activities.
• Assist with project coordination and information gathering across departments.
• Support the preparation of organizational reports, presentations, and executive communications.

Office Administration

• Maintain office systems, records, filing structures, and administrative procedures.
• Coordinate equipment, vendors, and facilities-related needs.
• Maintain standard operating procedures and administrative documentation.
• Support onboarding logistics, interview scheduling, and administrative personnel processes as assigned.

Program and Initiative Support

• Assist the President & CEO with special projects and strategic initiatives.
• Conduct research, compile data, and prepare summaries for decision-making.
• Support member requests, onboarding, and ongoing member success.
• Uphold company policies and procedures regarding data protection and privacy.
• Perform other duties as assigned.

Essential Qualifications

• Associate’s degree or equivalent combination of education and experience.
• Three or more years of executive support, administrative, office management, or related experience.
• Experience supporting a CEO, Executive Director, or senior executive.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and exercise professional judgment.
• Advanced proficiency with Microsoft 365 including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Ability to manage competing priorities and work independently.

Preferred Qualifications

• Experience supporting nonprofit boards and governance processes.
• Experience coordinating meetings, projects, and organizational events.
• Familiarity with project tracking and administrative workflow systems.

Position Success Measures

In this role, success will be reflected in:

• Effective management of the President & CEO's schedule and priorities.
• Timely completion and follow-up of executive assignments and commitments.
• Well-organized and efficient board and committee meetings.
• Accurate and timely preparation of executive materials and communications.
• Strong relationships with staff, board members, and external stakeholders.
• Reliable and responsive administrative support that enhances the effectiveness of the President & CEO.

If you are organized, thoughtful, and energized by work that helps communities thrive, we encourage you to apply.

United Way of Wisconsin is committed to equal opportunity employment and an inclusive workplace.