Executive Assistant to the President in Milwaukee, Wisconsin at Wisconsin Center District

Position Overview: 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.

Executive Assistant – Key Responsibilities

Board Management & Governance

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.

Skills & Qualifications

Education & Experience

• Required

• Preferred

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.

**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