Assistant to External Relations Team

WAICU Mission

Our mission is straightforward: Wisconsin's private, nonprofit colleges and universities working together for educational opportunity. We advance the interests and promote the development of independent colleges and universities in Wisconsin. We articulate the values and purposes of independent higher education and educate the public about our sector. We advocate equitable public policy affecting higher education in Wisconsin and nationally, and cost-effective allocation of public funds to ensure freedom of choice for students in selecting an institution of higher education. We administer resource sharing, the exchange of information and scholarship, and mutual consultation and cooperation among the twenty independent colleges and universities in Wisconsin. We assist members in promoting access, affordability, and accountability. We advance private philanthropy in support of the mission, our members, and their nearly 53,000 students.

WAICU Team/Office

We are a small dynamic team of thirteen people who share a commitment to the mission. We come from different backgrounds and bring different lived experiences to the table. Some people have been here for more than 20 years. Others have recently joined the team. Everyone’s voice is valued. We strive to be an inclusive organization that reflects the diversity of our members and their communities. Our office is in beautiful Madison, Wisconsin, conveniently located just a block from the Capitol; and surrounded by restaurants, shops, and businesses of all kinds. Whether just the daily hustle and bustle, the free Lunchtime Live music series, Art Fair on the Square, or the largest recurring Farmer’s Market in the country, there’s always something going on downtown.

Job Summary

The assistant to the external relations team will join a talented team responsible for WAICU’s outreach to state and federal elected officials and policy makers and internal and external stakeholders to promote Wisconsin’s private, nonprofit sector of higher education. These efforts are focused on extending the visibility, reach, and effectiveness of the WAICU mission: Wisconsin’s private, nonprofit colleges and universities working together for educational opportunity.

This position will provide essential administrative, and operations support to the Executive Vice President (EVP) for External Relations while successfully balancing the needs of multiple staff members and projects. The assistant will help coordinate schedules and projects for the EVP for External Relations, to optimize time and ensure that deadlines are met. The assistant will demonstrate sound judgment and strong communication skills in managing scheduling demands in a way that enables the EVP to be the most efficient and effective with time and responsibilities.

This role will also manage a variety of tasks for external relations team members. Our organization is looking for someone who takes initiative, can skillfully and positively field simple to complex projects, give shape to requests needing refinement and find satisfaction in supporting a team. WAICU is a small staff with a big mission, requiring staff to be creative and nimble with the ability to pivot as necessary.

Duties and Responsibilities

Executive Vice President Support – 30%

• Assist the executive vice president for external relations in managing internal and external meetings requests and events.
• Support external relations initiatives by helping to manage the organization's relationships with WAICU’s advocacy network and other stakeholders. Support the implementation of grassroots campaigns through advocacy software for mobilizing supporters to engage with policymakers and advocate for the organization's priorities.
• Support executive vice president and external relations team with Wisconsin ethics compliance requirements as mandated by state law.
• Provide support for planning and executing events to engage with government officials, policymakers, businesses, and other stakeholders.
• Prepare a variety of materials from draft, including correspondence, memoranda, emails, agendas, schedules, reports, and meeting materials. Proofread and edit documents for typos, grammar, punctuation, spelling, and general sentence structure. Distribute the work product as directed and ensure that work products are treated to protect confidentiality, as appropriate.
• Support executive vice president for external relations with federal and state compliance requirements.

External Relations Team Support 40%

• Provide general administrative support to the External Relations Team.
• Support the director for marketing and communications to manage website backups, design and information updates, and upgrades.
• Assist the Director of Outreach and High School Partnerships with scheduling, logistical, and informational support to WAICU outreach programs, high school college nights, school counselor workshops and occasional scholarship and internship administration. Attend events as a WAICU representative as needed.
• Coordinate timely distribution and manage inventory of all publications including WAICU outreach materials and publications.
• Support scheduling of school counselor workshops, and other meetings, including meeting planning, online or other forms of registration, catering, meeting materials, post-meeting evaluations, collection of fees, and coordination with meeting hosts and sponsors.

Other Administrative Support 30%

• This person is also a member of the administrative team, answering phones, processing transcript requests, submitting requests for payment, and other related tasks. Work as a team player with other assistants and teams.
• Perform word processing, spreadsheet, and database projects.
• Serve as WAICU Welcome Wednesday event technician. Schedule and set up online meeting options and manage all backup logistics during events.
• Support and maintain the client relationship management database for external relations mailings and publications, both electronic and physical.
• Support WAICU strategic planning initiatives.

Preferred Qualifications

1. Knowledge of government affairs process
2. Strong verbal and written communication skills
3. Must be able to lift twenty-five pounds
4. Must have a valid driver’s license for WAICU travel
5. Available for a limited number of evening events with some travel required and possible overnight stays.
6. Bachelor’s degree

Personal Traits Sought

Positive Attitude, Exceptional Organization Skills, Strong Communication Skills, Accountable, Trustworthy, Adaptable, Detail Oriented, Dependable

Employee Benefits

WAICU has generous Medical, Vision, Dental, and Life insurance and offers a Heath Reimbursement Plan for all employees to help cover health deductibles.

WAICU contributes 5% of eligible employee salary to a retirement plan.

WAICU offers a monthly stipend for business use of personal cell phone and downtown parking.

WAICU offers general annual vacation time, holidays, and sick time.