Executive Assistant (Part-Time)

ESSENTIAL DUTIES (FUNCTIONS) include the following:

Executive Support

• Provide high-level administrative support to the President and Leadership team, ensuring smooth and efficient workflow.
• Manage complex calendars, schedule meetings, and coordinate meeting logistics.
• Prepare meeting materials, presentations, reports, and draft professional correspondence.
• Maintain confidential files, records, and sensitive communication.
• Coordinate logistics and materials for board meetings, including timely communications and documentation.

Accounting & Financial Support

• Billing & Invoicing: Prepare and distribute invoices to funders, vendors, and partners with accuracy and timeliness.
• Accounts Receivable: Track incoming payments, follow-up on outstanding balances, and maintain detailed payment records.
• Accounts Payable: Process vendor invoices, obtain necessary approvals, and prepare payments (checks or electronic).
• Bank Deposits: Prepare, document, and record deposits, including donor contributions and other income sources.
• Reconciliation: Assist with monthly reconciliation of bank and credit card statements.
• Financial Reporting: Support preparation of financial reports for internal stakeholders and grant compliance requirements.
• Assist with annual audit preparation; compiles data, reports and correspondence.

Administrative Support

• Set up rooms for trainings, meetings, and events, including arranging AV equipment, materials, and room layouts.
• Seek opportunities for cost efficiencies across agency operations, including utilities, vendor management, and procurement.
• Support coordination of IT department functions, including technology needs and troubleshooting assistance.
• Assist in managing facilities (owned or leased), including maintenance schedules and vendor relationships.
• Backup coverage for front reception desk, including answering/forwarding incoming calls on main line, greeting visitors, accept packages, and mail distribution.

Organizational Engagement

• Actively participate in leadership and staff meetings, professional development opportunities, and required trainings.
• Support agency events, including fundraisers and community outreach initiatives.
• Provide administrative support for development campaigns, sponsorship outreach, and stewardship activities.
• Take on special projects and other duties as assigned by leadership.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to carry out each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Two (2) or more years of proven experience as an Executive Assistant or similar administrative role is required. Financial responsibilities in previous experience is preferred.
• Excellent organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong knowledge of office administration, accounting principles, and financial processes.
• Travel between multiple sites may be required.
• Must have a valid driver's license and reliable transportation.
• Must have proof of insurance AND meet the requirements of the Employee Driving Policy.
• A Criminal Background Check must meet the requirements of the State of WI licensure for day programming.

Specialized Skills/Abilities/Knowledge:

EQUIPMENT USED/MACHINERY REQUIRED TO OPERATE:

Includes, but is not limited to:

• Telephone
• Computer
• Copy Machine
• Calculator
• Fax Machine
• Operating a motor vehicle safely.
• Durable Medical Equipment (as required)

PHYSICAL DEMANDS: