Arena Careers

Job Title: Executive Assistant

Reports to: Deputy Executive Director

Salary: $50,000-$59,000/annually, Plus see below for details on the DPW generous benefits package

Location: Madison, WI (Please note: Employment with the Democratic Party of Wisconsin requires residence or willingness to relocate to the state of Wisconsin.)

Start date: January 2025

Application Deadline: January 2025 (Applications are considered on a rolling basis. Deadlines may be shortened or extended as necessary. There is no guarantee this posting will remain open until the deadline or be closed on the deadline. This is a suggested timeframe based on organization needs.)

About The Democratic Party of Wisconsin: WisDems is nationally recognized as one of the country’s highest-performing and most pivotal political organizations. During the upcoming election cycle, WisDems will drive massive programs to elect progressive candidates up and down the ballot, and work to build volunteer-led coalitions for the long term. WisDems’ work is grounded in inclusion, respect, and empowerment across race, gender, other dimensions of identity, and the rural/suburban/urban divide. Our work continues year-round, collaborating with partners to build a movement that delivers meaningful change for all Wisconsinites. We seek outstanding applicants who share our values and vision to join the team, help win elections, and build a future where everyone can thrive.

The Opportunity: As an Executive Assistant, you will work directly with the Executive Director and Deputy Executive Director. You will assist with their scheduling, inbox management, meeting coordination, and task management. You will be responsible for helping them prepare for meetings, stay up to date on important messaging, and maintaining a healthy workload. The Executive Assistant will also work closely with the rest of the Executive team, supporting them with events, organization, and scheduling on request. The ideal candidate will be an excellent communicator, a skilled multitasker, and a problem-solver with a strong commitment to advancing Democratic values. Applicants without prior administrative experience are highly encouraged to apply.

Job Responsibilities:

• Executive Support
• Act as the primary point of contact for the Executive Director and Deputy Executive Director, filtering calls, emails, and requests
• Manage the Executive Director and Deputy Executive Director’s calendars, including scheduling meetings, coordinating logistics, building in work blocks, and ensuring commitments reflect realistic work-life balance and alignment with organizational priorities
• Prepare meeting agendas, briefing documents, and other materials to ensure the Executive Director is informed and prepared
• Manage the Executive and Deputy Directors’ inboxes by developing an organizational method to review important messages and flag for follow up as needed
• Assist in managing the Chair’s inbox and schedule when needed
• Handle sensitive and confidential information with professionalism and discretion
• Administrative Management
• Coordinate travel arrangements, including booking flights, accommodations, and ground transportation, and preparing detailed itineraries
• Process expense reports and track reimbursements for the Executive Director
• Maintain organized records and files for easy retrieval of information
• Oversee special projects and initiatives as assigned, ensuring deadlines are met
• Project Coordination
• Keep track of ongoing projects for the Executive Director and Deputy Executive Director, tracking deadlines and deliverables
• Manage or support interdepartmental projects as assigned by members of the executive team, coordinating with different departments and ensuring timelines are met
• Meeting and Event Coordination
• Schedule and coordinate leadership meetings, including preparing agendas, taking notes, and tracking action items
• Support the planning and execution of DPW events, including logistics coordination and communication with stakeholders
• Serve as a liaison between the Executive team and internal/external partners to facilitate seamless communication
• Additional Support
• Assist with other duties as needed to ensure the success of the organization and its mission
• During election years, duties will include working outside of normal work hours, canvassing, and other election-preparation as necessary
  

Qualifications (Required):

• Growth Mindset - Ability to take and implement feedback
• Relentlessly Goal-Oriented - Enjoys working toward and achieving ambitious goals. Keeps calm in stressful situations. Has the capacity and willingness to work long hours during peak season, rolling up their sleeves and getting the work done
• Cultural Competency - Able to build authentic relationships across lines of difference, such as race, ethnicity, sexual orientation, class, ability, gender identity, citizenship status, or other identities. Understands how to take an inclusive lens into all aspects of work
• Organizational Skills - Demonstrated ability to handle incoming information from several mediums while remaining incredibly organized
• Manages a high volume of work with efficiency - Has, or can create, a system for keeping tasks from slipping through the cracks. Able to juggle competing demands and prioritize without sacrificing quality. Plans backwards to make deadlines. Asks for help when needed
• Scheduling Experience - Successful skillset to handle multiple calendars
• Confidentiality Management - Experience or ability to navigate multiple sources of confidential information with discretion
  
  

Qualifications (Preferred):

• Inbox organization and management experience
• Experience of working in a political party or on an election campaign
• Political Aptitude
  
  

Benefits: Great benefits including; excellent health care ($1/month), dental ($1/month), vision ($1/month), life insurance (free), short term and long-term disability (free), free Better Help virtual therapy, free Calm premium subscription, monthly cell phone stipend, paid vacation days (starting at 10 days), retirement plan with 3% employer match, 3 floating holidays, and 9 paid holidays.

Equity and Inclusion: The Democratic Party of Wisconsin has a vision for a deeply inclusive and diverse party organization, membership, and electorate. In order to be successful at the Democratic Party of Wisconsin candidates must have the cultural competence to successfully work with a diverse array of constituency groups. We especially strongly encourage applicants with close ties to Black, Indigenous, AAPI, Latinx, Muslim, non-English-speaking, disability, and LGBTQIA+ communities. The Democratic Party of Wisconsin is an Equal Opportunity Employer.

Note on COVID-19: Candidates will be required to show proof of being fully vaccinated against COVID-19 upon commencing employment, except where prohibited by law. Fully vaccinated includes receiving any booster shots recommended by the CDC or other public health authorities within the timeframe recommended. Reasonable accommodations due to disability, medical condition, or bona fide religious belief will be considered on a case-by-case basis for exemptions to this requirement in accordance with applicable law.

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