Executive Assistant to the President

Executive Assistant To The President/CEO

The Executive Assistant to the President/CEO serves as the primary administrative partner to the Chief Executive Officer, an essential operational resource for the Chief Operating Officer, and the central liaison to the Board of Directors. This role fulfills crucial governance and compliance functions; coordination of board and committee meetings and records, tracking organizational action items, and serving as the designated Open Records Custodian.

This position requires exceptional discretion, attention to statutory deadlines, sound judgment handling sensitive personnel and legal matters and strong proactive coordination across executive leadership.

Board Management & Governance

• Serve as the primary administrative liaison between the CEO, Board of Directors, Board Chair, committee chairs and board members.
• Coordinate all Board and committee meetings, including annual calendars, meeting notices, agendas, supporting materials, presentations and meeting logistics.
• Prepare and distribute Board packets in coordination with executive leadership and ensure materials are complete, accurate and delivered on schedule.
• Attend Board and designated committee meetings; record, prepare and maintain official meeting minutes.
• Maintain official Board records through designated software, including resolutions, policies, bylaws, committee assignments, terms, attendance and other governance documentation.
• Track Board and committee action items and ensure appropriate follow-up by responsible staff.
• Coordinate Board member onboarding, orientation and ongoing communications.
• Support compliance with applicable public-meeting requirements, including proper meeting notices and documentation.
• Maintain the annual Board governance calendar and proactively identify upcoming approvals, appointments, reporting requirements and other deadlines.
• Coordinate Board-related events, retreats and special meetings.

Open Records Custodian

• Serve as the organization's designated Open Records Custodian and central point of contact for public records requests.
• Receive, document, track and coordinate responses to open records requests in accordance with Wisconsin Public Records Law and organizational policies.
• Work with appropriate departments to identify, collect and review potentially responsive records.
• Coordinate with legal counsel when requests involve legal, confidentiality, personnel, contractual or other sensitive considerations.
• Review records for required or permitted redactions in consultation with legal counsel as appropriate.
• Ensure responses are timely, accurate, appropriately documented and consistent with statutory requirements.
• Maintain a centralized log of open records requests, responses, deadlines and related correspondence.
• Maintain appropriate records-retention practices and assist departments in understanding their responsibilities regarding public records.
• Monitor changes to public records requirements and recommend updates to internal procedures and practices as necessary.

Executive Support President & CEO

• Provide high-level administrative support to the President & CEO, exercising discretion and sound judgment regarding confidential and sensitive matters.
• Manage the CEO's calendar, including prioritizing meetings, resolving scheduling conflicts and ensuring appropriate preparation for key meetings and events.
• Coordinate meeting materials, briefing documents, agendas, presentations and other information needed by the CEO.
• Draft and prepare correspondence, meeting notes, reports and other executive communications as requested.
• Coordinate travel, itineraries, registrations and related logistics.
• Track commitments, deadlines and follow-up items on behalf of the CEO.
• Serve as a liaison between the CEO and Board members, employees, community leaders, government officials, customers and external partners.
• Help ensure the CEO's time is aligned with organizational priorities and proactively identify scheduling or administrative issues requiring attention.

Executive Support Chief Operating Officer

• Provide administrative and scheduling support to the COO, particularly for meetings involving operational priorities, executive leadership and cross-functional initiatives.
• Assist the COO with preparation and coordination of operational meetings, materials and follow-up.
• Track key assignments, deadlines and action items arising from executive and operational meetings.
• Coordinate across departments on behalf of the COO when appropriate.
• Support special projects and organizational initiatives assigned by the COO.

Executive Office & Organizational Coordination

• Help coordinate Executive Leadership Team meetings, including agendas, materials, minutes or notes and follow-up items.
• Maintain confidential executive, governance and organizational records.
• Develop and maintain systems that improve information flow, document management and follow-through within the Executive Office.
• Serve as a central resource for matters requiring coordination among the CEO, COO, Board and senior leadership.
• Exercise discretion in handling sensitive personnel, financial, legal, Board and organizational information.
• Assist with special projects, executive events and organizational initiatives as assigned.
• Other responsibilities and duties, as assigned by management, to ensure the effective utilization of company resources and to ensure customer satisfaction.
• Maintain and control various logs, permits, and schedules.
• Provide travel liaison services for various administrative staff.
• Other duties as assigned.

Skills & Qualifications

• Strong project management and organizational skills, in which the ability to prioritize and manage multiple tasks/projects on time is essential; excellent situational adaptability.
• Exceptionally detail-oriented.
• Superior communication skills and the ability to convey information in an engaging, positive manner.
• Exceptional interpersonal skills and ability to navigate organizations to build relationships and garner support; ability to work collaboratively with cross-functional teams.
• Ability to work independently and efficiently; exercise initiative, resourcefulness, and good judgment.
• Ability to work flexible and irregular hours that may vary due to functions and may include day, evening, weekends, and holidays as event calendar or deadlines dictate.
• Ability to read, write, and speak English; perform basic mathematical functions (add, subtract, multiply, and divide).
• Follow oral and written instructions and communicate effectively with others in both oral and written form.
• Exemplify the organization's core values: Bold, Proud, and Experience-Obsessed (BPX)

Education & Experience

• Required
• Bachelor's degree with a major in Business, or a related field or equivalent professional experience.
• Minimum of 5+ years of experience in an administrative capacity supporting an executive-level position.
• Highly proficient in the use of the Microsoft Office Suite of Products: Excel, PowerPoint, Word, Access, Outlook.
• Preferred
• Previous experience with a convention center, sports team, theater, and/or hotel.
• Office management experience preferably supporting senior-level executives.
• Experience with BoardEffect software.

Physical Demands

The physical demands described here 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 individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to sit, stand, and walk. The employee must occasionally lift and/or move up to 25 pounds. The noise level in the work environment is usually moderate.
• Specific vision abilities required by this job include close vision, distance vision, and peripheral vision. Specific hearing abilities required by this job include the ability to hear to be able to listen and answer a phone and radio in the course of the job. The employee is frequently required to use hands and fingers in the course of general work tasks.
• The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of responsibilities, duties, and skills required of personnel so assigned.

**The above is intended to describe the general content of and requirements for the performance of the job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. **We consider applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status. **Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Created: MARCH 2025