Executive Assistant

Job Summary:

• Children's Wisconsin is seeking a highly skilled and professional Executive Assistant to provide high-level administrative support to two Children's Wisconsin executives.
• This role is responsible for managing a wide range of executive support functions, both clerical and non-clerical, while exercising independent judgment, discretion, and confidentiality.
• The ideal candidate thrives in a fast-paced environment, demonstrates exceptional organizational and communication skills, and can effectively interact with individuals at all levels of the organization.
• This individual must be proactive, resourceful, detail-oriented, and capable of managing multiple priorities with minimal supervision.

Schedule & Location:

• 1.0 FTE | 40 Hours/Week
• Monday - Friday
• Onsite | Milwaukee Hospital Campus

Key Responsibilities

Executive Support & Administration

• 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.

Project & Meeting Management

• 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.

Travel & Expense Management

• 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.

Communication & Relationship Management

• 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.

Confidentiality & Decision Making

• 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.

Qualifications

Education

• High School Diploma, GED, or HSED required.
• Bachelor's Degree preferred or an equivalent combination of education and relevant experience.

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.

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.