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Executive Assistant

Company: The Employer Group
Location: Madison
Posted on: November 23, 2021

Job Description:

Come join a growing team at WEA Member Benefits!WEA Member Benefits was created by Wisconsin educators for Wisconsin educators. We are dedicated to our members and have a passion for ---A+ Performance---. Our work environment and culture have won multiple Best Places To Work competitions (Madison Magazine 2017/2018/2019) and a recent Top Workplaces contest in 2021 (Wisconsin State Journal). Check out our website--to learn more about us!We have an exciting new opportunity to support or leadership team as an Executive Assistant.The Executive Assistant is responsible for ensuring the provision of superior confidential administrative support to the General Counsel and Chief Financial Officer and their respective departments of responsibility; ensuring operational goals and objectives of these areas are met in an accurate, timely, and effective manner; assisting executive and management staffs with confidential work; and assisting with assigned projects with emphasis on efficiency and continuous improvement. In addition, the Executive Assistant has responsibility over records retention, contracting, human resources, insurance, and other significant business operations.Accuracy, timeliness, confidentiality, dependability, and the ability to exercise independent discretion and judgment are expected and must be routinely delivered without significant ongoing supervision or technical support.Accountabilities45% Support general counsel and chief financial officer.

  • Assist in preparing the business plan, financial reports and budgets, preparing executive materials and reports, and coordinating documents going to the Board.
  • Lead internal staff and/or external contacts in scheduling and coordinating meeting logistics; compile and distribute meeting agendas; prepare meeting materials; attend meetings to take notes; prepare and distribute minutes; and follow up on action items to assist the chairperson in meeting objectives.
  • Proofread and edit correspondence, reports, or other documents using correct layout, grammar, sentence structure, spelling, and punctuation.
  • Exercise discretion in managing executives--- calendars and coordinating workflows.
  • Coordinate travel arrangements and seminar registrations, including using independent judgment to make contextually appropriate and cost-effective decisions.
  • Assign proper expense codes and initiate approval process of assigned company expenditures according to established procedures by utilizing the Company---s credit card management system and accounts payable workflow system.
  • Handle assigned confidential work and maintain the highest degree of confidentiality.
  • Provide assistance with other duties as requested to ensure adequate support of General Counsel and Chief Financial Officer operational needs.50% Oversee business operations as delegated by executives.
    • Coordinate the purchase and renewal of enterprise-wide insurance policies with outside agencies; act as first point of contact for claims management and settlement; and exercise discretion to escalate matters as appropriate to General Counsel and/or Business Services Manager.
    • Manage enterprise-wide contracting process and procedure; develop and maintain contracting procedures; use independent judgment to research, select, and manage contracting and e-sign/notarization software and vendor relationships; develop and manage contract smart forms; record, review, research, and maintain corporate contracts ensuring legal requirements are met, information is complete and accurate, and the contract complies with Member Benefits--- contract processes and policies; monitor contract review deadlines and changes; coordinate and deliver training to contract managers; and exercise discretion to escalate matters as appropriate to General Counsel.
    • Manage delivery of human resource services in partnership with outside vendor, including onboarding and offboarding employees, updating and maintaining policies and procedures, implementing employee engagement action plans, addressing confidential human resources matters, and exercising discretion to escalate matters as appropriate to General Counsel.
    • Develop, implement, and enforce the enterprise-wide records retention and privacy/security policies and procedures in conjunction with privacy/security team; coordinate timely response to data incidents, including breaches; and exercise discretion to escalate matters as appropriate to General Couse and/or Business Services Manager.
    • Serve as liaison to Accounting Department, Business Services Department, and Office of the President for interdepartmental administrative issues, including distribution of financial, investment, and budget information to executive and management staffs, updating and posting of the monthly company dashboard, creating work orders for building issues, assisting in facilities aspects of large meetings, coordinating meeting material preparation, preparing company budget, and ad hoc projects.5% Manage special projects as delegated by executives.Required Experience, Knowledge, and Abilities
      • Commitment to excellence in customer service and Member Benefits--- values.
      • Initiative and leadership, including the ability to research, suggest, and initiate improvements and efficiencies in processes, procedures, and technologies; and the willingness and eagerness to accept additional responsibilities that involve updating and increasing one---s knowledge and skills.
      • Ability to work independently to establish, monitor, and achieve goals with minimal supervision.
      • Independent problem-identification and problem-solving skills, including needs assessment, idea generation, information research and organization, and conclusion determination with effective action plans.
      • Ability to provide effective and efficient executive assistant support to executives.
      • Thorough knowledge of current administrative practices, procedures, and technologies.
      • Ability to preserve and maintain the highest degree of confidentiality for all information to which the incumbent has access.
      • Ability to effectively proofread and edit written correspondence and assist staff to improve written communications.
      • Ability to read and understand contracts and agreements, make comprehensive editing recommendations, and assist in their administration.
      • Ability to perform simple legal research and understand legal processes.
      • Project management skills, including the ability to establish project plans and objectives, regularly monitor and track progress, and ensure appropriate communications with project partners.
      • Excellent written communication skills, including the ability to independently compose clear and concise complex summaries, correspondence, reports, policies, procedures, and other documents using the appropriate layout, tone, correct sentence structure, grammar, spelling, and punctuation.
      • Excellent verbal communication skills, including the ability to effectively and persuasively communicate with individuals and groups and demonstrate effective listening.
      • Excellent organizational skills, including the ability to organize and appropriately prioritize work with the flexibility and ability to quickly adapt to changes, efficiently and effectively coordinate or handle multiple activities and/or the work of others, and achieve appropriate results.
      • Ability to plan meetings, prepare agenda materials, take detailed notes at meetings, and independently prepare accurate and complete meeting minutes.
      • Thorough knowledge of and the ability to effectively utilize intermediate and advanced features of Microsoft Word, Excel, PowerPoint, Teams, and Outlook.
      • Ability to effectively utilize standard and nonstandard Company software, including Legisway contracting software, JPMorgan SmartData credit card management system, Yooz accounts payable workflow system, Microsoft Access, Visio, GoToMeeting, and SharePoint--or--the willingness and the ability to gain promptly.
      • Ability to work as an effective team member and to work collaboratively with staff at all levels.Preferred Experience, Knowledge, and Abilities
        The following qualifications are preferred for appointment to this position:
        • Successful experience supporting executives, including working independently in areas where executive has delegated authority.
        • Bachelor---s degree, Certified Administrative Professional and Organizational Management or Microsoft Office Specialist (CAP-OM or CAP-MOS) designations, or similar designation(s) or certification(s).
        • Knowledge of accounting, investment, and finance concepts and practices.
        • Knowledge of contracting practices and legal processes.
        • Knowledge of records retention practices.Physical Demands and Work EnvironmentThese physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential job responsibilities.
          • Work is primarily performed in an office environment with minimal exposure to injury.
          • Must be able to lift and move up to 20 pounds.
          • Ongoing daily use of computers and telephone.
          • Walk; sit; stand; bend; climb; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; balance; stoop; talk; hear; read; count; and write.
          • Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus.
          • Must be able to work with frequent interruption.
          • Low to moderate noise level.

Keywords: The Employer Group, Madison , Executive Assistant, Other , Madison, Wisconsin

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