Executive Assistant/Office Manager, WAPA

Wispave; Madison (WI); Hybrid; USD 34,095 - 48,560; Part time

Job summary

Wispave in Madison, WI is seeking a part-time Executive Assistant/Office Manager to support the Executive Director. The role involves managing office activities, schedules, communications with Board members, and financial tasks such as QuickBooks management.

Ideal candidates should have proficiency in Microsoft Office and QuickBooks, possess strong communication skills, and be flexible team players. This position offers the potential for remote work and a starting rate of $30/hour, negotiable based on experience.

Qualifications

• Proficiency in Microsoft Office, including Word, Excel, PowerPoint and Outlook.
• Proficiency in QuickBooks and online banking.
• Strong written and communication skills.

Responsibilities

• Manage office activities, supplies, and IT coordination.
• Assist with managing calendars and travel arrangements.
• Handle general accounting work including QuickBooks.

Skills

Microsoft Office proficiency

QuickBooks proficiency

Strong written communication skills

Ability to multitask

Flexible team player

Education

Associate degree or higher

Job description

4600 American Parkway, Suite 201, Madison, WI (Remote working opportunities possible)

Position Overview

The executive assistant/office manager to WAPA’s Executive Director will provide comprehensive support to the Executive Director as the association is a staff of one. The ideal candidate will be an excellent problem solver and teammate who excels at communication, organization and planning. This candidate will play a key role in meeting our organizational goals and upholding our values.

Duties and Responsibilities

• Manage office activities, supplies, maintenance requests, IT infrastructure coordination, and office expenses.
• Assist with managing calendars, schedule meetings and travel arrangements as needed.
• Assist with reports, spreadsheets and presentations in a professional and accurate manner.
• Organize and prioritize incoming requests.
• Handle confidential information with a high level of discretion.
• Monitor project deadlines and follow up on action items to keep things on schedule.
• Handle all applicable communications and events with Board Members and Executive Committee.
• Perform general administrative duties, such as organizing/filing documents and reporting.
• Handle general accounting work of paying bills, managing QuickBooks, bank transactions, reconciling bank accounts monthly, managing credit card payments/receipts, budgeting, invoicing and other duties as needed.
• Notetaking capabilities, report writing, data analysis, assistance/editing of presentation or training materials.
• Social media postings/updates and membership engagement as requested.
• Assist in annual conference programming, communications, registrations, invoicing, and working with conference and communication consultants.
• Complete any additional assigned projects.

Required Skills and Qualifications

• Proficiency in Microsoft Office, including Word, Excel, PowerPoint and Outlook.
• Proficiency in QuickBooks, and online banking.
• Strong written and communication skills.
• Ability to multitask in a fast-paced environment.
• Flexible team player.

Preferred Skills and Qualifications

• Prior experience in Executive Assistant or Office Manager positions.
• Associate degree or higher.
• Certified Administrative Professional (CAP) or Certified Executive Assistant (CEA) certification.

This is a part-time position, with total hours not to exceed 1,000 per year. The role typically requires two days per week in the office, with the opportunity for some remote work as approved. During peak periods—particularly in preparation for the Annual Conference and Business Meeting in November and December—additional hours will be required.

The starting rate for this position is $30/hour, but negotiable based on experience and qualifications.