Executive Assistant - Wisconsin State Fair Park
West Allis, WI
About the Job
POSITION SUMMARY
Under the general supervision of the Wisconsin State Fair Park (WSFP) Chief Executive Officer (CEO)/Executive Director, the Executive Assistant provides necessary administrative support primarily to the CEO/Executive Director while also offering various levels of support to the entire executive leadership team. This includes the Chief Financial Officer, Chief Operating Officer, Chief Programs Officers, Chief Organizational Development Officer and occasionally the Chief of Police. The Executive Assistant is responsible for handling and preparing critical and sensitive correspondence for the WSFP Board, CEO/Executive Director, and other executive and senior management.
This position is responsible for planning and staffing of State Fair Park board and committee meetings, providing assistance with special projects and reports for the board and performing liaison functions between the board and WSFP staff. The incumbent will have contact with public officials (Governor’s Office, legislators, state, and local government officials), as well as every department at WSFP, and may be required to handle confidential or sensitive information. The position requiring tactful monitoring of information and detailed knowledge of roles and responsibilities within WSFP.
The Executive Assistant must keep the executive leadership team abreast of public information, media coverage, industry news and other high-profile community relations matters. Coordinating multiple schedules, training, travel and meetings is an important part of this role; therefore, organization, attention to detail and a proactive mentality are critical.
EMPLOYMENT TYPE
This position is an unclassified, Dual-Limited Term Employment (LTE) position within the State of Wisconsin employment system. Annual hours worked will not exceed 2078. However, more than 40 hours per week may be required leading up to and during the annual Wisconsin State Fair, Harvest Fair and high-profile racing events at the Milwaukee Mile. The additional hours needed during these peak months of July – September allow for more flexibility at other times of the year.
COMPENSATION & BENEFITS
Hourly wage will be based on experience. A comprehensive fringe benefits package, including health, dental, life and disability insurance, among others, is available after a minimum employment period is met. Paid time off for vacation, holidays, etc. are not included as part of the benefits package per State of Wisconsin Legislature, s. 230.26(4), Wis. Stats.
WHO CAN APPLY
This position is open to all State of Wisconsin residents who meet the outlined criteria.
ESSENTIAL FUNCTIONS
Administrative support to CEO/Executive Director
Administrative Support to Executive Leadership Team
Administrative Support to WSFP Board
Implementation of efficient administrative support
Other Assigned Tasks
QUALIFICATIONS:
SPECIAL NOTES
The candidate must be able to work all 11 days of the annual Wisconsin State Fair; for 2025 these dates are July 31 – August 10. Prior to appointment to this position, the candidate will be subject to a comprehensive criminal background check.
TO APPLY
Please submit your resume and cover letter below. Application materials must be received by Sunday, October 20, 2024. The most qualified applicants will be invited to interview.
COMPANY DESCRIPTION
Wisconsin State Fair Park is a year-round entertainment venue hosting activities, events, meetings and more throughout the four seasons. Home to the Exposition Center, Tommy G. Thompson Youth Center, the Milwaukee Mile Speedway, Products Pavilion and many other facilities, hundreds of events are held at the Fair Park each year. Perhaps the most notable and certainly the signature event, the Wisconsin State Fair, welcomes more than one million Fairgoers over 11 summer days. Visit www.wistatefair.com for more information.
Wisconsin State Fair Park’s central location within the largest metro area in Wisconsin makes it a desirable place to work, live and play. As a world-class city, Milwaukee and the Greater Milwaukee Area are full of opportunities galore for living, working and playing. Visit www.discovermilwaukee.com for more information.
All Limited Term and Seasonal Employment Positions, including those for the annual Wisconsin State Fair, require Wisconsin Residency, as defined in § 6.10(1), at the time of application and throughout employment with Wisconsin State Fair Park.
Wisconsin State Fair Park is an Equal Opportunity Employer.
Under the general supervision of the Wisconsin State Fair Park (WSFP) Chief Executive Officer (CEO)/Executive Director, the Executive Assistant provides necessary administrative support primarily to the CEO/Executive Director while also offering various levels of support to the entire executive leadership team. This includes the Chief Financial Officer, Chief Operating Officer, Chief Programs Officers, Chief Organizational Development Officer and occasionally the Chief of Police. The Executive Assistant is responsible for handling and preparing critical and sensitive correspondence for the WSFP Board, CEO/Executive Director, and other executive and senior management.
This position is responsible for planning and staffing of State Fair Park board and committee meetings, providing assistance with special projects and reports for the board and performing liaison functions between the board and WSFP staff. The incumbent will have contact with public officials (Governor’s Office, legislators, state, and local government officials), as well as every department at WSFP, and may be required to handle confidential or sensitive information. The position requiring tactful monitoring of information and detailed knowledge of roles and responsibilities within WSFP.
The Executive Assistant must keep the executive leadership team abreast of public information, media coverage, industry news and other high-profile community relations matters. Coordinating multiple schedules, training, travel and meetings is an important part of this role; therefore, organization, attention to detail and a proactive mentality are critical.
EMPLOYMENT TYPE
This position is an unclassified, Dual-Limited Term Employment (LTE) position within the State of Wisconsin employment system. Annual hours worked will not exceed 2078. However, more than 40 hours per week may be required leading up to and during the annual Wisconsin State Fair, Harvest Fair and high-profile racing events at the Milwaukee Mile. The additional hours needed during these peak months of July – September allow for more flexibility at other times of the year.
COMPENSATION & BENEFITS
Hourly wage will be based on experience. A comprehensive fringe benefits package, including health, dental, life and disability insurance, among others, is available after a minimum employment period is met. Paid time off for vacation, holidays, etc. are not included as part of the benefits package per State of Wisconsin Legislature, s. 230.26(4), Wis. Stats.
WHO CAN APPLY
This position is open to all State of Wisconsin residents who meet the outlined criteria.
ESSENTIAL FUNCTIONS
Administrative support to CEO/Executive Director
- Maintain working knowledge regarding WSFP events, programs, operations, policies and procedures and cultivate effective working relationships with management level staff
- Independently prepare routine correspondence and replies for review and signature.
- Consistently monitor incoming messages and emails, brief as needed and craft appropriate responses on behalf of CEO
- Handle sensitive information and activities, including information relevant to personnel issues
- Develop procedures to maintain smooth flow of information and correspondence
- Assemble and organize data and related materials for speeches, presentations, and meetings
- Review the scheduling and agendas for all proposed meetings for the purpose of determining consistency with administrative directives, coordination with other relevant meetings, and the appropriateness of staff commitments as they relate to WSFP’s priorities
- Prepare minutes of internal meetings, reports, and other communications as directed accordingly on a timely basis
- Communicate management and board decisions and instructions to WSFP staff as needed
- Schedule appointments and meetings with WSFP staff, industry peers, and other state and local government agencies
- Greet visitors/meeting attendees
- Coordinate travel, including preparation of travel documents and ensuring all details are confirmed
- Expense reconciliation, including necessary documentation
- Manage purchasing card reconciliation on a bi-weekly basis
Administrative Support to Executive Leadership Team
- Assist in other administrative and program support functions during staff shortages, leave, etc. as directed.
- Purchase equipment and supplies for Executive Office
- Maintain office continuity and perform necessary miscellaneous duties as assigned.
- Assist the executive leadership team in staying abreast of public information, media coverage, industry news and other high-profile community relations matters
- Manage purchasing card reconciliation on a bi-weekly basis for executive leadership staff
Administrative Support to WSFP Board
- Act as a liaison between the Board of Directors, other state agencies and the public, as directed by the CEO
- Take detailed minutes for all board and committee meetings and review agenda items for committee and board meetings to ensure requests from previous meetings are included
- Understand the WSFP Board Bylaws, Policies & Procedures and Committee Charters
- Assist in interpretation of above-mentioned documents as well as state statutes and administrative rules for the board and WSFP staff
- Ensure compliance with open meeting laws for board and committee meetings including publicly posting all board and committee meeting agendas
- Coordinate in-person or virtual board meetings, committee meetings, etc.
- Familiarize new board members with practices and procedures, understand and continually update Board orientation manual and other board related materials accordingly
- Assist visiting Board members, legislators, and other VIPs in meeting key individuals; supply them with information pertinent to their needs
- Assist with government/board meetings and activities during the annual Wisconsin State Fair. This includes, but is not limited to, Opening Ceremonies, State Building Commission Meeting, and the Governor’s Cabinet Meeting
Implementation of efficient administrative support
- Monitor, evaluate, and revise office filing system(s) as necessary to improve access to information for management staff
- Implement new/improved office procedures or developments
- Attend meetings and training to keep current on up-to-date office procedures and inform other support staff as appropriate
- Manage travel for additional staff as needed when billed to the executive office and assist with expense reconciliations as needed
- Complete travel documents for group staff trips and ensure all details are confirmed
Other Assigned Tasks
- Other tasks and duties as assigned by the CEO
QUALIFICATIONS:
- Three to five years of executive and administrative support experience, office management and board relations
- Ability to establish and maintain excellent working relationships with agency staff, state and local government agencies, the Board of Directors and the general public
- General office, file management and organizational skills.
- Ability to interpret Wisconsin statutes, administrative codes and board documents governing the operations of Wisconsin State Fair Park.
- Ability to understand and follow complex written and verbal instructions.
- Extensive knowledge of and skill in using computers and Microsoft Office Suite (Word, Excel, Power Point, Outlook) and ability to adapt to changes in said technology.
- Extensive knowledge of modern office practices and procedures and equipment.
- Ability to work independently, setting own priorities to meet demands of the position.
- Ability to utilize appropriate and sensitive discretion in dealing with confidential communication and situations.
- Ability to work effectively under pressure, prioritize work assignment and often complete tasks under time restraints
- Considerable knowledge in record management and open record procedures and guidelines and laws.
- Effective written and oral communication skills and ability to communicate effectively with managers, supervisors, staff, other agencies, and external contacts.
SPECIAL NOTES
The candidate must be able to work all 11 days of the annual Wisconsin State Fair; for 2025 these dates are July 31 – August 10. Prior to appointment to this position, the candidate will be subject to a comprehensive criminal background check.
TO APPLY
Please submit your resume and cover letter below. Application materials must be received by Sunday, October 20, 2024. The most qualified applicants will be invited to interview.
COMPANY DESCRIPTION
Wisconsin State Fair Park is a year-round entertainment venue hosting activities, events, meetings and more throughout the four seasons. Home to the Exposition Center, Tommy G. Thompson Youth Center, the Milwaukee Mile Speedway, Products Pavilion and many other facilities, hundreds of events are held at the Fair Park each year. Perhaps the most notable and certainly the signature event, the Wisconsin State Fair, welcomes more than one million Fairgoers over 11 summer days. Visit www.wistatefair.com for more information.
Wisconsin State Fair Park’s central location within the largest metro area in Wisconsin makes it a desirable place to work, live and play. As a world-class city, Milwaukee and the Greater Milwaukee Area are full of opportunities galore for living, working and playing. Visit www.discovermilwaukee.com for more information.
All Limited Term and Seasonal Employment Positions, including those for the annual Wisconsin State Fair, require Wisconsin Residency, as defined in § 6.10(1), at the time of application and throughout employment with Wisconsin State Fair Park.
Wisconsin State Fair Park is an Equal Opportunity Employer.
Source : Wisconsin State Fair Park