Executive Staff Assistant

Job Description

Version Date:               May 2024

Employment Type:       Full-time, Non-exempt

Reports to:                   Executive Director

Location:                      Wisconsin Historical Foundation, Madison, Wisconsin
Position eligible for hybrid remote work. Specific schedule to be determined upon offer, requiring some work on-site in Madison with flexibility to travel as needed.

Organizational Introduction

The Wisconsin Historical Foundation exists to advance the mission of the Wisconsin Historical Society.

• Mission: The Society connects people to the past by collecting, preserving and sharing stories.
• Vision: Enriching and transforming lives through unparalleled access to history.
• Values: We believe that increasing the public's knowledge of history has profound societal, cultural, and economic benefit.

As a 501(c)(3) tax exempt organization, the Foundation receives grants and private contributions benefiting the Society and administers the membership program.

Position Purpose

The Executive Staff Assistant provides administrative coordination and support for board and organizational leadership. They are responsible for logistics, materials, and communications for the Board of Directors, Executive Director, and Fundraising Team. The Executive Staff Assistant balances day-to-day responsibilities with cyclical projects to enhance the efficiency and effectiveness of Foundation leadership.

Primary Duties

Board of Directors Administration (40%)

• Serve as liaison to the Wisconsin Historical Foundation Board of Directors (WHF Board), Wisconsin Historical Real Estate Foundation Board of Directors (WHREF Board), and Wisconsin Historical Society Board of Curators (WHS Board)
• Maintain excellent working relationship with Directors and Curators
• Schedule and coordinate quarterly and special WHF Board Committee meetings
• Coordinate all details and preparations for quarterly in-person and virtual WHF Board and annual WHREF Board meetings and execute day-of events.
• Develop and execute Director orientations and education sessions
• Support the Operations Manager in the maintenance of Foundation Board of Directors policies, including the coordination of yearly Director commitments and Conflict of Interest Forms
• Maintain a working history of the Board Directors and accomplishments, including an archive of meeting materials and minutes
• Maintain all data related to the Board of Directors and Board of Curators contact information, term(s), etc. in the Raiser’s Edge database
• Manage board prospect list
• Draft minutes, resolutions, and other board-related materials
• Assist staff in preparing and distributing meeting materials for the quarterly WHF Board and Committee meetings
• Maintain communications with the WHF and WHREF Boards.
• Track and coordinate recognition of board member accomplishments, birthdays, and other occasions (e.g. cards, gifts, celebrations)

Executive Director Support (30%)

• Answer, direct, and/or draft phone, email, and other communications on behalf of Executive Director as appropriate
• Provide logistical support for internal and external meetings and travel as requested
• Liaise with Society Executive Staff Assistants on boards and leadership teams activity

Fundraising & Operational Assistance (30%)

• Track and coordinate recognition of major donor news, accomplishments, birthdays, and other occasions (e.g. cards, notes, gifts, celebrations)
• Assist Event Coordinator with Fundraising Team events as needed
• Assist the Assistant Director of Development Services with drafting, proofreading, and printing acknowledgements, reports, newsletters, and correspondence
• Assist Fundraising Team with preparations (e.g. logistics, materials, gifts) and follow-up (e.g. notes, data input) for donor visits upon request
• Provide back-up administrative support to MarComm Team
• Provide back-up customer service and gift entry to Fundraising Team

Qualifications & Commitments

• Dedication to the Foundation’s and Society’s missions and core values:
  • Embrace a spirit of service.
  • Engage our expertise.
  • Spark enthusiasm.
  • Cultivate inclusion.
  • Exceed expectations.
  • Think big and grow with purpose.
  • Promise to be a dynamic part of a devoted, friendly team that values autonomy and accountability.
  • High degree of professionalism, impeccable integrity, and sincere awareness of others’ needs and interests.
  • Sensitivity to working with and maintaining security of confidential staff, constituent, and financial data.
  • Exemplary people skills with the ability to build trust through constant interaction with board members, donors, prospects, colleagues, and partners.
  • Meticulous and consistent in matters of accuracy, presentation, and attention to detail.
  • Grace and adaptability under pressure in a fast-paced environment with the ability to appreciate a sense of fun and enjoyment in the workplace.
  • Proficient in the use of personal computers and routine software applications. Experience with database software and Adobe products is advantageous.
  • Ability and willingness to travel around Wisconsin and accommodate evenings and weekends accordingly.
  • 3-5 years of related administrative coordination and leadership support