Executive Assistant in Waukesha, Wisconsin at Marquardt

JOB SUMMARY:

The Executive Assistant to the Chief Executive Officer (CEO) provides high-level administrative, organizational, and operational support to the CEO and serves as a key liaison between the CEO, Board of Directors, executive leadership team, employees, residents, families, community partners, and other stakeholders.

This position requires a high degree of professionalism, discretion, confidentiality, organization, initiative, and independent judgment. The Executive Assistant anticipates the needs of the CEO, effectively manages competing priorities, coordinates executive-level activities, and ensures that important information, meetings, communications, and follow-up are handled efficiently and professionally.

The Executive Assistant also provides administrative and governance support to the Board of Directors and assists with executive leadership activities and organizational initiatives.

COMPENSATION: $60,000-$75,000 based on relevant experience and qualifications

SCHEDULE: 100% onsite position with occasional evenings and weekends as needed. Occasional travel to other office locations.

ESSENTIAL JOB FUNCTIONS:

• Provides comprehensive administrative support to the CEO, including managing priorities, correspondence, communications, appointments, meetings, and follow-up activities.
• Anticipates the needs of the CEO and independently identifies matters requiring attention, follow-up, or action.
• Tracks follow-up items and commitments resulting from meetings and assists the CEO in ensuring that assignments and deadlines are appropriately addressed.
• Serves as a primary administrative resource for the Board of Directors and supports effective communication between the Board, CEO, and organization.
• Coordinates the preparation, organization, distribution, and maintenance of Board materials, including agendas, meeting packets, minutes, reports, handbooks, and other governance documents.
• Attends Board of Directors meetings and other designated governance meetings, accurately records and prepares meeting minutes, and distributes minutes and follow-up materials as appropriate.
• Maintains Board records and governance documents in an organized, secure, and confidential manner.
• Coordinates meetings, events, and special projects involving the CEO, executive leadership team, Board members, and external stakeholders.
• Assists with organizational projects and initiatives as directed by the CEO and provides coordination and follow-up to help ensure timely completion.
• Maintains organized and accessible electronic and physical records and assists in ensuring important organizational documents are appropriately stored, protected, and retrieved when needed.
• Communicates professionally and effectively with individuals at all levels of the organization and promotes positive working relationships.
• Represents the organization in a professional manner consistent with its mission, vision, values, and commitment to quality.
• Maintains a high level of professionalism and discretion when handling sensitive, confidential, or potentially sensitive information.
• Utilizes appropriate technology and software applications to efficiently manage calendars, communications, documents, meetings, presentations, and other administrative functions.
• Assists with planning and coordinating organizational meetings, events, receptions, and other activities as assigned.
• Maintains a positive image of the entity in the community keeping in alignment with our mission, vision, and values.
• Responsible for on-call services, as assigned.
• Performs other duties and special projects as assigned by the CEO.

QUALIFICATIONS:

• Exceptional interpersonal and communication skills with the ability to interact professionally with individuals at all levels of the organization.
• Demonstrated ability to maintain strict confidentiality and exercise discretion with sensitive information.
• Strong organizational skills and exceptional attention to detail.
• Demonstrated ability to prioritize multiple responsibilities, manage deadlines, and work effectively in a fast-paced environment.
• Ability to work independently, anticipate needs, take initiative, and exercise sound judgment.
• Ability to establish and maintain effective working relationships with the CEO, executive leadership team, Board members, employees, residents, families, and external stakeholders.
• Ability to adapt to changing priorities and organizational needs.
• Professional demeanor and the ability to represent the organization positively in internal and external interactions.

EXPERIENCE AND TRAINING:

• High school diploma or equivalent required; associate's or bachelor's degree in business administration, communications, healthcare administration, or a related field preferred.
• Three or more years of progressively responsible administrative, executive assistant, or similar experience preferred.
• Prior experience supporting an executive, senior leader, governing board, or leadership team is preferred.
• Experience working in healthcare, senior living, nonprofit, or other mission-driven organizations is preferred.
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and related business technology.