Executive Assistant

Executive Assistant
The Executive Assistant is responsible for helping optimize the productivity of the President & CEO by providing administrative and organizational support. As a key resource for successful completion of executive-level projects and initiatives, this position will perform a variety of tasks to enable decision-making, keep projects on track and communicate progress to relevant stakeholders.  
About Us
Destination Madison reflects the inquisitive thoughts, inclusive spirit and independent vibe shared by those of us who call Madison, Wisconsin home. It's a city of five lakes where we splash in the summer and skate in the winter. Where we breeze along platinum-rated bike paths. Enjoy noshing on James Beard award-winning cuisine and sipping classic brandy old fashioneds. Soak in culture framed by Frank Lloyd Wright architecture and invigorated by diverse neighborhood festivals. Destination Madison shows visitors from around the world that our city isn't a place you stumble across on a map; it's a city you seek out and return to again and again. 

  • Administer and support all aspects of the daily routine for the President & CEO, including calendar management, travel planning, correspondence, and expense report completion
  • Determine the priority of matters of attention for the President & CEO; and exercise discretion in scheduling appointments, troubleshooting schedule conflicts or changes, and making recommendations to redirect decisions to other staff
  • Organize and prepare for meetings by managing all aspects of meeting coordination software (Govenda), handling logistics and creating agendas, meeting packets, and presentations
  • Maintain a high level of communication with the President & CEO, including for any immediate needs that may arise during the workday
  • Develop and maintain positive working relationships in serving as a liaison to internal and external stakeholders, including staff, board and committee members, partners, and elected officials
  • Maintain and organize accurate paper and electronic records, including file tree documents, reports and CRM contact information
  • Record minutes, per Robert’s Rules of Order, for multiple board and committee meetings
  • Provide back-up administrative support for visitor-facing reception desk
  • Assist with project management, research and event coordination to support various Destination Madison programs or initiatives
  • Support organization-wide operations through supply inventory, ordering, communications and other general office functions
  • Perform other duties as directed 
Education and Experience Required
  • Associates Degree preferred
  • A minimum of five (5) years of administrative work experience in a professional setting
  • Experience and comfort level/confidence working with executives, Boards of Directors, community leaders and elected officials
  • Proficiency in project management principles, practices and software is a plus 
Skills and Abilities Required
  • Ability to maintain a high level of confidentiality and exercise discretion in handling sensitive information
  • Exceptional customer service skills
  • Self-motivated with the ability to be proactive, take initiative and show resourcefulness in solving problems or improving existing processes
  • Well-developed organizational and time management skills
  • Strong verbal, written and interpersonal communication skills
  • Proficiency with a variety of business software and technology, including Windows Operating System/Microsoft Office Suite, CRM systems and Canva presentation platform
  • Strong attention to detail, including excellent proofreading skills
  • Ability to work early mornings, as needed, to set up for morning meetings
  • Strong ability to manage multiple projects and tasks
  • Can function effectively whether working autonomously or collaborating as part of a team 
Work Environment & Job Specifications
The work environment and job specifications listed below are representative of those that must be met by an employee, with or without reasonable accommodation, to successfully perform the essential functions of this job.
  • Perform work onsite at our downtown Madison office
  • Occasionally move around the office and access or use computers, office equipment, telephone and any other pertinent supplies, space or equipment used to perform the duties of the position.
  • Work with frequent interruption and sit for long periods of time. Lift and/or move up to 10 pounds and occasionally move up to 35 pounds
Compensation & Benefits
The expected pay range for this position is $24.00 to $28.00 per hour commensurate with experience. A comprehensive benefits package is offered to all full-time team members. More information is available on our Careers page: www.visitmadison.com/jobs 

Destination Madison is an Equal Opportunity/Affirmative Action Employer