Executive Assistant to Chief Executive Officer

Job Summary: The Executive Assistant to the President & CEO (“CEO”) is responsible for providing support to the executive team as well as supporting the organization’s office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Work Environment:
The individual in this position will frequently work non-traditional shifts, including evenings, weekends and holidays. While this position is continuously office-based with primarily desk work, it may require occasional walking, standing, and bending, as well as intermittent lifting of 15 lbs. or less. Employee may be exposed to various weather conditions including rain, snow, wind, and extreme cold and heat as well as certain risks or hazards that are typically associated with a concert-type setting including: loud sounds, poor lighting, flashing lights, and crowded areas. Employee may be exposed to certain risks or hazards that are typically associated with an outdoor public venue

MWF is a seasonal amusement or recreational establishment under Section 13(a)(3) of the Fair Labor Standards Act and is therefore exempt from federal minimum wage and overtime pay requirements.

Milwaukee World Festival, Inc., provides equal employment opportunity to all employees and applicants regardless of a person's race, religion, color, sex (including pregnancy, gender identity, and sexual orientation), age, national origin, medical condition, marital status, sexual orientation, veteran status, disability, or any other legally protected status. We also abide by the requirements of the Americans with Disabilities Act and state law governing employment of individuals with disabilities.

• High school diploma required.
• Significant executive support experience.
• Expert proficiency with Microsoft Office; ability to design and edit graphic presentations and materials.
• Technical proficiency and problem-solving skills related to technology support and troubleshooting.
• Strong verbal and written communication skills.
• Exceptional organizational skills and attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, full-time and seasonal staff, community leaders, donors, vendors and community partners.
• Ability to complete a high volume of tasks and projects with little guidance.
• Ability to react with appropriate levels of urgency to situations and events that require a quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential.
• Ability to switch priorities at a moment’s notice.
• Valid driver’s license required.
• Ability to work a flexible schedule including evenings, weekends, holidays and overtime.
• Valid driver’s license

• Oversee all incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence within CEO’s office.
• Provide sophisticated calendar management, including scheduling meetings for executive team.
• Act as a liaison between the Executive team and the Board of Directors, managing logistics for meetings and events: draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws and as directed by the General Counsel.
• Review and draft communications on behalf of the CEO across business communication, public speaking engagements, community partnerships, internal memos and online outreach.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; producing documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties.
• Serve as the primary point of contact for internal and external constituencies on matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
• Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Support events managed by CEO’s office, including the annual Big Gig Dress Rehearsal. Tasks required: drafting correspondence, managing logistics and working directly with event producer.
• Directly oversee hospitality opportunities associated with Summerfest on behalf of Executive team.
• Work closely with the CEO to keep her schedule of upcoming commitments and responsibilities, following up appropriately.
• Maintain communications with the Executive team, MWF department leads, and provide information and documentation as needed.
• Support the corporate office reception operations team, as needed, including office supply inventory, ordering and tracking, handling incoming and outgoing mail/packages answering phone calls and emails.
• Provide event management support as requested.
• Other projects/duities as assigned for the overall benefit of the organization.