POSITION OPENING Executive Administrative Assistant to the CEO
POSITION DESCRIPTION Under the general supervision of the Chief Executive Officer (CEO)/Executive Director, the candidate provides highly responsible administrative support primarily to the CEO and upper management at the Wisconsin State Fair Park (WSFP). The Executive Administrative Assistant is responsible for handling and preparing confidential and sensitive correspondence both for the Wisconsin State Fair Park Board, CEO and upper management as needed; staff the Board meetings and multiple sub-committee meetings, provide assistance and complete special projects and reports for the Board and sub-committees; perform liaison functions for the WSFP Board and WSFP staff with other state agencies in carrying out the Board and Deputy Director’s activities. The incumbent has extensive contact with public officials (Governor’s Office, legislators, and local heads of government) and media and deals constantly with confidential and sensitive information, requiring tactful monitoring of work flow and detailed knowledge of roles and responsibilities within WSFP. Assists the CEO and work with the Communications Director in staying abreast of any public information, media coverage, or other high profile community relations matters.
EMPLOYMENT TYPE This position is an unclassified, Dual-Limited Term Employment (LTE) position within the State of Wisconsin employment system, working an average of 40 hours per week throughout the calendar year.
COMPENSATION & BENEFITS The hourly wage for this role will commensurate with experience. A comprehensive benefits package, including pension, health and dental insurance, life insurance, and disability insurance, among others is available after a minimum employment period is met. Paid vacation and paid holidays are not currently part of the benefits package.
WHO CAN APPLY This position is open to all qualified candidates who meet the outlined criteria.
ESSENTIAL FUNCTIONS
Provision of administrative support primarily to Wisconsin State Fair Park Chief Executive Officer and upper management staff. Maintain working knowledge concerning WSFP programs, operations, policies and procedures and maintain an effective working relationship with other management staff. Independently prepare routine correspondence and replies for review and signature. Develop forms/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 the WSFP’s priorities; and make recommendations. Prepare minutes of meetings, reports, and other communications as directed accordingly on a timely basis. Communicate decisions, orders, and instructions to administrative staff and Bureaus either orally or electronically. Assist in other administrative and program support functions during staff shortages, leave, etc. as directed. Purchase equipment/supplies. Handle confidential activities for CEO and upper management including information relevant to personnel issues. Maintain office continuity and perform necessary miscellaneous duties as assigned. Schedule appointments and meetings with other Park staff, staff from other fairs, and other state and local government agencies. Maintain effective working relationship with promoter, contractors, vendors, public officials, and news media exercising initiative and good judgment to project a positive and good image of WSFP. Maintain efficient filing system and perform Records Custodian duties including request for records under the Open Records laws. Obtain information necessary to be fully informed about and/or to respond to inquiries, phone calls, or correspondence. Greet the public and direct visitors on behalf of meeting with the CEO and upper management to the appropriate staff or meeting rooms as may be required. Take copious notes and/or electronically transcribe from laptop, voice recorders, letters, memos, meeting minutes, etc. to produce typed copy and disseminate in an accurate and timely manner.
Provision of Administrative Assistance to WSFP Board and Chairperson. Act as the liaison between the board of directors, other state agencies, and the public, as directed. Recommend agenda items or who/what to place on the board agenda or to refer to board committees. Develop and install operating procedures related to the Board activities. Interpret agency policies and regulations for the public, board, and staff. Ensure compliance with open meeting laws, public meeting notification for board and committee meetings including taking minutes and preparing minutes of meetings and disseminating accurately and in a timely manner. Respond to open record requests on behalf of the board. Maintain records; contact the Legal Counsel’s office, Human Resources or Communication Departments for opinions and information as necessary. Ensure board’s compliance with executive sessions statutes and maintain records of executive sessions. Coordinate arrangements for board meetings, committee meetings, etc. Handle confidential activities for Board. Familiarize new members with Board practices and issues, understand and continually update Board orientation manual and other Board related materials accordingly. Be knowledgeable concerning Parks programs, operations, policies, and procedures and maintain an effective working relationship with the Board. Assist visiting Board members, legislators, VIP’s in meeting key individuals, supply them with information pertinent to their needs. Administration/follow-up activities to ensue completion of special projects for or as assigned by the Board.
Public Relations and Communications Keep current on public information regarding the annual WSF and other non-fair events. Maintain proper confidentiality about certain Fair information as necessary. Develop and record script with updates for fair and non-fair related events connected to the agency’s public information recorded system. Review newspapers, newsletter, online articles, social media networks, and other source of information, in an effort to keep upper management informed.
Implementation of efficient receptionist/clerical support staff Assist with training and supervision of receptionist/clerical support staff and phone room during the Fair. 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.
Health and Safety and Other Tasks Comply with all safety and occupational health rules and regulations as established by agency officials to include use of required safety equipment and clothing at all times. Perform work in a safe manner. Attend safety meeting and training programs as directed, Other tasks as assigned by the Deputy Executive Director of his/her designee.
QUALIFICATIONS:
3-5 years of executive administrative experience. Ability to write and speak effectively. Ability to establish and maintain effective working relationships with agency staff, state and local agencies, Board of Directors and the general public. Office, file management and organizational skills. Ability to interpret Wisconsin statutes, administrative codes and labor contracts governing the operations of Wisconsin State Fair Park. Ability to understand and follow complex written and oral direction and instructions. Ability to exercise judgment and discretion in applying confidentiality to correspondence. Extensive knowledge of and skill in using computers and Microsoft Office Suite (Word, Excel, Power Point, Outlook) and Internet Explorer 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 cope with extremely pressured time frames. 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 Candidate must be able to work all 11 days of the annual Wisconsin State Fair; for 2018 these dates are August 2 – 12, 2017. Prior to appointment to this position, the candidate will be subject to a comprehensive criminal background check.
TO APPLY Applicants should submit their resume and cover letter to Human Resources, Wisconsin State Fair Park, 640 S. 84th St, West Allis, WI 53214 or via email to [email protected] with the subject line “Executive Administrative Assistant”. Applications must be received by 5pm on Friday, August 11. Interviews will be conducted on August 17th and August 21st. 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.
Wisconsin State Fair Park is an equal opportunity employer seeking a diverse and talented workforce. While performing the duties of this specific job, the employee is regularly required to sit; stand; walk; climb; use ladders; reach with hands and arms; and talk or hear. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close, distance, color and peripheral vision, depth perception, and ability to adjust focus.
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.