Executive Assistant

Executive Support & Administration

Project & Meeting Management

Travel & Expense Management

Communication & Relationship Management

Confidentiality & Decision Making

Education

Experience

• Minimum of 5 years of administrative support or project management experience required.
• Experience supporting executive-level leaders preferred.
• Experience coordinating travel arrangements for executive staff required.
• Education
• High School Diploma, GED, or HSED required.
• Knowledge, Skills & Abilities
• Advanced proficiency with Microsoft Office Suite and related business technologies.
• Strong written and verbal communication skills with exceptional grammar, spelling, proofreading, and editing abilities.
• Typing proficiency of at least 60 words per minute.
• Demonstrated ability to learn and adapt to new technologies.
• Expertise in complex calendar management and executive scheduling.
• Ability to exercise sound judgment and discretion when managing competing priorities.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Knowledge of record keeping, filing systems, and office administration practices.
• Ability to independently solve problems and respond effectively to urgent situations.
• Proven ability to maintain confidentiality and handle sensitive information appropriately.
• Strong interpersonal skills and ability to build relationships across all organizational levels.
• Children's Wisconsin is an equal opportunity / affirmative action employer. We are committed to creating a diverse and inclusive environment for all employees. We treat everyone with dignity, respect, and fairness. We do not discriminate against any person on the basis of race, color, religion, sex, gender, gender identity and/or expression, sexual orientation, national origin, age, disability, veteran status, or any other status or condition protected by the law.
• Certifications/Licenses

Knowledge, Skills & Abilities

Preferred Qualifications

• Bachelor's Degree preferred or an equivalent combination of education and relevant experience.
• Experience supporting executive-level leaders preferred.

Responsibilities

• Provide comprehensive administrative support to two executive leaders.
• Manage complex calendars, meetings, and scheduling priorities with internal and external stakeholders.
• Coordinate meeting logistics, prepare agendas, and record/transcribe meeting minutes as requested.
• Prepare and edit correspondence, reports, presentations, spreadsheets, charts, graphs, invoices, travel expense reports, and other business documents.
• Handle electronic communications on behalf of executives as requested.
• Screen and prioritize phone calls, take detailed messages, and ensure urgent matters are communicated promptly.
• Manage executive mail and email communications, identifying and highlighting priority items.
• Proactively manage and leverage technology to support executive meetings, presentations, and special projects.
• Prioritize and manage multiple projects and responsibilities simultaneously while ensuring timely follow-through.
• Assist with planning and coordination of organizational events and executive-level meetings.
• Conduct internet research and gather information as needed to support executive initiatives.
• Coordinate travel arrangements, conference registrations, and related logistics for executives and other staff as needed.
• Prepare and submit expense reports and verify supporting documentation for accuracy and compliance.
• Serve as a communication liaison between executives and a diverse group of stakeholders, including hospital leadership, board members, physicians, staff, patients' families, and external partners.
• Demonstrate professionalism, diplomacy, and strong customer service in all interactions.
• Maintain highly confidential information and records with discretion and integrity.
• Organize and maintain filing and record-keeping systems.
• Exercise sound judgment in screening calls, scheduling meetings, prioritizing requests, and making routine decisions in the absence of assigned executives.
• Provide backup support for other administrative professionals as needed.