Executive Assistant at Commonheart, Inc – Waukesha, Wisconsin

Join Our Growing Team as an Executive Assistant at CommonHeart!

CommonHeart Home Health and Hospice, a service of Illuminus, is a mission-driven, not-for-profit organization with a caring tradition since 1969. We provide compassionate, holistic care to patients and families of all ages, faiths, and backgrounds—and we’re growing! Now is an exciting time to join a team that’s expanding its impact and shaping the future of home health and hospice care.

If you’re ready to support leadership, be part of a growing organization, and make a real difference in the lives of others, we’d love to hear from you!

Apply today and grow with us at CommonHeart.

Job Summary:

The Executive Assistant to the President provides high-level administrative support, managing complex scheduling, communications, and confidential matters. This role serves as a trusted partner, supports executive priorities, and ensures efficient day-to-day operations through sound judgment and discretion.

Essential Job Functions:

1. Serve as primary point of contact between the President and internal/external stakeholders, exercising sound judgement, professionalism, and discretion in all interactions.
2. Prepare, review, and edit correspondence, reports, and presentations, ensuring accuracy, clarity, and appropriate tone.
3. Provide high-level administrative and executive support to the President, including managing complex calendars, scheduling meetings, coordinating travel, and handling confidential correspondence.
4. Prioritize and manage competing demands, adjusting to shifting priorities while maintaining attention to detail and quality.
5. Assist with special projects, conducting research, compiling data, tracking deadlines, and ensuring timely completion of deliverables.
6. Coordinate and support executive-level meetings, including agenda development, material preparation, minute taking, follow-up on action items, and communication of decisions.
7. Coordinate logistics for events, presentations, and off-site meetings, including vendor coordination, arranging meeting rooms, planning catering, and expense tracking if needed.
8. Responsible for maintaining important documents throughout the organization and ensuring there are organized electronic and physical filing systems to ensure efficient information retrieval and record management.
9. Manage sensitive and confidential information with the highest degree of discretion, maintaining trust and confidentiality at all times.
10. Order, manage, and maintain office supplies and materials for the President and the Commonheart office, ensuring availability of necessary resources while monitoring inventory, vendors, and costs.
11. Performs other duties, as assigned.

1. Commitment to quality outcomes and services for all individuals.
2. Ability to relate well to all individuals.
3. Ability to maintain and protect the confidentiality of information.
4. Ability to exercise independent judgment and make sound decisions.
5. Ability to adapt to change.

Experience and Training:

1. Associate degree in business preferred.
2. 2-3 years’ experience required
3. Excellent proficiency in various computer programs with expert-level Microsoft office experience required
4. Excellent proficiency in writing and typing skills required

Benefits:

• PTO (Paid Time Off)
• Health Insurance
• Health Savings Account
• 401(K) Matching
• Dental Insurance
• Vision Insurance
• Disability Insurance
• Employee Assistance Program
• Employee Discount
• Referral Program

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