Executive Assistant

About the role

At Children's Wisconsin, we believe kids deserve the best.

Children's Wisconsin is a nationally recognized health system dedicated solely to the health and well-being of children. We provide primary care, specialty care, urgent care, emergency care, community health services, foster and adoption services, child and family counseling, child advocacy services and family resource centers. Our reputation draws patients and families from around the country.

We offer a wide variety of rewarding career opportunities and are seeking individuals dedicated to helping us achieve our vision of the healthiest kids in the country. If you want to work for an organization that makes a difference for children and families, and encourages you to be at your best every day, please apply today.

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.

Certifications/Licenses: