Executive Administrative Assistant

Executive Administrative Assistant

SUMMARY

The Executive Administrative Assistant provides high-level administrative support to the President, CEO, and other members of the Leadership team. This individual is entrusted with confidence and professionalism in representing the organization.

ESSENTIAL JOB FUNCTIONS

1. Conducts research and prepares presentations and communications for the CEO.
2. Provides calendar management support for the President and CEO. Schedules meetings; arranges for catering; confirms attendance; and supports the CEO in preparation and distribution of materials as necessary.
3. Serves as primary contact for the CEO via telephone, e-mail, mail and visitors.
4. Arranges corporate travel by developing itineraries and agendas, arranging flights and lodging, booking transportation; and making meeting accommodations.
5. Prepares packets for monthly Board meetings. May attend Board meetings.
6. Acts as a liaison on behalf of CEO and Leadership team to foster strong working relationships.
7. Coordinates or takes the lead on special projects as assigned by the President and/or CEO.
8. Organizes executive expenses and prepares monthly reports for timely submission and approval.
9. Maintains Organizational Chart and Employee Directory.
10. Maintains desk directories, on-call list, reference guides and other associated reference materials.
11. Gains and maintains job knowledge by participating in educational opportunities, reading professional publications, and maintaining personal networks.
12. Supports communication within the organization including company newsletter and drafting professional pieces of communication as needed.
13. Coordinates reservation/booking needs including travel, accommodations, events, meeting space, etc.
14. May support Employee Relations event.
15. Supports administrative and project tasks for the leadership team including taking department meeting minutes.
16. Maintains fleet vehicle reservations and coordinates maintenance.
17. Perform other projects/tasks as requested.
18. This list is not inclusive of all duties and responsibilities that may be assigned. They are only listed as typical. Any other duties and responsibilities assigned will be of a similar nature requiring the same relative skill and capabilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and/or EXPERIENCE

• Associate degree in Heath Care Administration, Business, or a related field is required. Bachelor’s degree is preferred.
• 3+ years of experience providing administrative support at a high level is required.
• Advanced competency with Microsoft Office products (including Excel) is required.
• Certified Administrative Professional (CAP) certification and/or Certified Professional Secretary (CPS) designation is preferred.
• Previous work experience in a health care setting is beneficial. 

KNOWLEDGE, SKILLS & ABILITIES – COMPETENCIES

• Possesses advanced skills with Microsoft Office products, including Excel and PowerPoint.
• Demonstrates the ability to anticipate the CEO’s needs and proactively solve problems before they arise.
• Possesses strong time management, communications, and organizational skills.
• Demonstrates the ability to work independently with little direction.
• Models a professional disposition and communication style.
• Adherence to strict confidentiality standards and compliance as to the scope of the role, record keeping, PHI, and HIPPA.
• Exhibits professionalism and maintains confidentiality.
• Demonstrates the ability to build and maintain strong working relationships.
• Remains calm under stressful situations.
• Possesses the ability to make sound business decisions.
• Demonstrates the ability to critically think and problem-solve independently.
• Specific safety certification/recertification may be required per the organization.

PHYSICAL/MENTAL DEMANDS and WORK ENVIRONMENT

The nature of the job requires sitting, and walking for periods of time. While performing the essential functions of the job one may occasionally stand, walk, bend/stoop, squat, reach above shoulder, crouch, kneel balance, push/pull. Some lifting/carrying up to 35 lbs. is required. The use of hands for repetitive simple grasping, firm grasping, and fine manipulating is required. While performing the job, one will encounter frequent close paperwork, use of a computer monitor, need for color vision, and visual monotony. Must utilize hearing for continuous conversations, frequent telephone use, and background noise. Frequent stress may occur. The job requires frequent independent decision-making.

This job description is not a guarantee of employment. It is understood that employment is “at will,” and the employer or the employee may terminate employment at any time.

To perform this position successfully, an individual must be able to perform the essential job duties satisfactorily (with or without accommodation). Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions.

Job Type:

Part-time

Expected hours:

20 per week

Benefits:

• Employee assistance program
• Retirement plan

Schedule:

• Monday to Friday

Application Question(s):

• How did you hear about this opening?

Ability to Commute:

• Wausau, WI 54401 (Required)

Ability to Relocate:

• Wausau, WI 54401: Relocate before starting work (Required)

Work Location:

In person