Executive Administrative Assistant

Aston Carter•Wausau, WI

1d•$25 - $30•Onsite

About The Position

The Executive Administrative Assistant provides high-level administrative support to a senior leader, such as a Vice President or Executive Director. This role ensures smooth day-to-day operations, manages complex schedules, supports departmental initiatives, and serves as a professional and confidential point of contact for internal and external stakeholders.

Requirements

3–5 years of administrative support experience, preferably supporting senior leaders.
Experience in healthcare or a similarly fast-paced environment is beneficial.
Computer proficiency, including Microsoft Office Suite.
Ability to type 60 wpm with high accuracy.
Excellent written and verbal communication skills, including grammar and composition.
Strong organizational skills, attention to detail, and ability to manage multiple priorities.
Effective decision-making and problem-solving skills.
Ability to take accurate meeting minutes.
Professionalism, discretion, and the ability to maintain confidentiality.
Strong interpersonal skills and customer service orientation.

Nice To Haves

Associate degree in Administrative Assistance, Business, or related field (or equivalent experience).
Preferred certifications such as Certified Administrative Professional (CAP) or Certified Professional Secretary (CPS) are a plus.

Responsibilities

Manage and maintain the executive’s calendar, schedule meetings, coordinate travel, and organize special requests.
Prepare meeting agendas, compile support materials, take minutes, and assist with follow-up actions.
Draft, edit, and transcribe correspondence, reports, presentations, and departmental documents.
Maintain organized filing systems, department procedures, contracts, and purchase requests.
Sort and distribute incoming communications and manage routine office tasks.
Support project management tasks including research, data collection, building spreadsheets, and preparing presentations.
Prioritize and adjust workload based on shifting priorities to ensure efficient departmental operations.
Assist with special projects and cross-departmental initiatives as assigned.
Serve as a positive and professional point of contact for staff, leadership, board members, vendors, and visitors.
Collaborate with internal departments to support executive and organizational needs.
Handle sensitive information with a high level of discretion and confidentiality.
Apply diplomacy and corporate etiquette in all interactions.
Identify opportunities to improve service delivery, workflow efficiencies, and overall customer experience.
Participate in initiatives related to patient, staff, or environmental safety as applicable.
Serve as backup to other Executive Assistants when needed.
Provide guidance and informal mentorship to Administrative Assistants.