PEOPLE EXPERIENCE ASSISTANT

WISCONSIN HOUSING & ECONOMIC•Madison, WI

1h•$42,768 - $51,709•Onsite

About The Position

WHEDA is seeking a People Experience Assistant to join our Administration Department in our Madison facility. In the spirit of WHEDA’s mission to “Put People First”, the position of People Experience Assistant provides proactive administrative, workplace and employee experience support to deliver exceptional experiences for employees, customers, board members, candidates and other stakeholders. This position serves as the first point of contact for many visitors and employees and plays a key role in creating a welcoming, organized and service-oriented environment. Responsibilities include front desk and phone coverage, workplace coordination, scheduling, employee engagement support, onboarding logistics, and administrative support for the Administration department.

Requirements

High School Diploma, or G.E.D., AND 3 years of progressively responsible office experience; OR an equivalent combination of education and experience
Valid Driver’s License
Strong customer service, hospitality, and employee experience orientation.
Excellent verbal and written communication skills
Strong organizational skills and ability to manage multiple priorities
Ability to maintain professionalism, confidentiality, and discretion.
Experience using computers, MS Office including Outlook, Teams, Word, Excel, and Power Point.
Attention to detail and ability to proofread and edit communications and documents.
Ability to coordinate projects, meetings, events and workplace logistics.
Problem solving skills and ability to work effectively under pressure
Ability to build positive relationships across departments and with external stakeholders.
Commitment to providing responsive and proactive support to employees and visitors.
Maintain confidentiality as it pertains to employee and/or customer information and any other information obtained in your role as a WHEDA employee.

Responsibilities

Confidently and enthusiastically answers phones, directs calls, greets guests and assists employees, visitors, and external partners by providing accurate information and a welcoming experience.
Serves as the primary front desk presence for the Authority and helps create a professional, hospitable, and employee-focused environment.
Coordinates visitor logistics, meeting room readiness, hospitality needs, and front office organization and appearance.
Enthusiastically represents WHEDA and the People Strategy & Experience department through hospitality, professionalism, and exceptional customer service.
Helps maintain welcoming shared spaces including reception, café, conference rooms, and employee common areas.
Assists with preparing workstations and office spaces for new and departing employees.
Performs administrative support duties, including recording daily checks received, distributing mail, supply inventory and ordering, purchase requests and processing expense reports, and tracking of employee-related data.
Creates, proofs, formats, and edits documents, templates, labels, forms and departmental communications.
Maintains tracking tools, spreadsheets, logs, and other department tools with accuracy and attention to detail.
Coordinates meetings, reserves resources, assembles or prepares meeting materials and assists with travel coordination as needed.
Assists with employee communications, engagement activities, recognition initiatives, and department hosted events.
Supports department projects, process improvements, and operational coordination activities.
Supports employee engagement, culture, wellness, recognition, and workplace experience initiatives.
Assists with employee events, celebrations, onboarding experiences and other employee focused activities.
Supports internal employee communications and department-wide engagement efforts.
Helps foster a positive, collaborative, and service-oriented workplace culture.
Supports talent acquisition activities including job posting, interview scheduling, candidate correspondence, and onboarding coordination on an as needed basis.
Assists with onboarding logistics to help create welcoming and organized new hire experience.
Performs or assists with other duties as assigned.