Executive Assistant, QuadMed

Quad Med Medical Clinic•West Allis, WI

12d•Onsite

About The Position

QuadMed is seeking an Executive Assistant to provide high-level administrative, operational, and coordination support across three primary areas: the CEO of QuadMed LLC, the Windhover Foundation, and the Quad Voting Trust. The role serves as a trusted partner, managing executive priorities and providing administrative, communication, meeting, event, governance, and foundation support with professionalism, diplomacy, confidentiality, and sound judgment. Through organization, collaboration, accountability, and effective use of technology, including AI tools, the Executive Assistant helps improve administrative processes and operational efficiency while ensuring timely execution across responsibilities. The position is based at QuadMed’s West Allis, Wisconsin location, and the ideal candidate can regularly work onsite. The Executive Assistant supports the CEO and other designated QuadMed executive leaders; coordinates executive and governance meetings; handles executive communications, records, travel, expenses, and follow-up; and partners with organizational leaders on projects and initiatives. The role also provides administrative oversight for the Windhover Foundation and Quad Voting Trust, including scholarship portal administration, correspondence, meeting coordination, governance support, and confidential recordkeeping. Other duties and special projects may be assigned.

Requirements

Associate’s degree required; equivalent education and/or experience may be substituted.
At least five years of progressively responsible administrative or executive support experience, including direct support of senior leaders or executives.
Experience managing complex executive calendars, travel arrangements, meeting coordination, and confidential communications.
Experience coordinating cross-functional projects and working with multiple stakeholders in a fast-paced environment.
Experience utilizing Microsoft Office Suite and collaboration platforms to support executive operations.
Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and OneNote.
Exceptional organizational, planning, and time-management skills, including the ability to manage competing priorities.
Excellent verbal, written, and interpersonal communication skills.
Strong attention to detail and ability to produce accurate, high-quality work under tight deadlines.
Strong project coordination and follow-up skills, with the ability to anticipate executive needs and proactively resolve issues.
Ability to build collaborative relationships with executives, leadership teams, and internal and external stakeholders.
Strong analytical, critical-thinking, and problem-solving abilities.
Ability to work independently with minimal supervision and contribute effectively within a collaborative team.
Customer service mindset and commitment to providing exceptional executive support.
Adaptability and flexibility in a dynamic, fast-paced environment with changing priorities.
Demonstrated commitment to developing proficiency in AI tools to improve operational efficiency and administrative effectiveness.
Ability to work effectively with diverse populations and demonstrated commitment to fostering an inclusive workplace.
Confidentiality, discretion, professionalism, and sound judgment are essential.

Nice To Haves

Bachelor’s degree in Business Administration, Communications, or a related field.
Experience in healthcare, healthcare services, or another highly regulated industry.
Experience using AI-enabled productivity tools, such as Microsoft Copilot or similar technologies, to improve efficiency and workflow management.

Responsibilities

Provide high-level administrative support to the QuadMed CEO and other designated executive leaders, including complex calendar management, meeting scheduling, travel coordination, and prioritization of competing requests.
Coordinate executive meetings by preparing agendas and presentation materials, capturing notes, and tracking follow-up actions.
Prepare, submit, and reconcile executive expense reports according to company policies.
Serve as a primary contact between executives and internal and external stakeholders.
Prepare executive correspondence, presentations, reports, and other business documents.
Coordinate leadership and Board meetings, executive retreats, and strategic planning sessions, including logistics, materials, and follow-up.
Monitor executive priorities and identify scheduling conflicts, emerging issues, and opportunities to improve efficiency.
Partner with organizational leaders to coordinate projects, gather information, and complete executive requests and organizational initiatives on time.
Coordinate responsibilities and administrative processes with the Senior Business Office Coordinator to ensure seamless coverage and follow-through.
Assist with special projects and strategic initiatives assigned by executive leadership.
Develop, maintain, and organize executive files, records, and documentation.
Identify opportunities to improve administrative processes and use technology, including AI tools, to enhance support and operational effectiveness.
Provide administrative oversight and coordination support for the Windhover Foundation and Quad Voting Trust.
Administer the Windhover Foundation scholarship portal, respond to inquiries, monitor activity, coordinate communications, and escalate matters requiring review or decisions.
Manage and triage incoming Foundation correspondence and ensure timely responses and follow-up.
Schedule and coordinate Windhover Foundation meetings, including agendas, materials, logistics, minutes, and action follow-up.
Support Foundation governance, recordkeeping, documentation management, and coordination with stakeholders.
Schedule and coordinate Quad Voting Trust meetings and related administrative activities as directed by Trust leadership.
Maintain Foundation and Trust records, meeting documentation, and confidential information in accordance with governance practices.
Liaise among the Foundation, Trust, executive leadership, board members, vendors, and other stakeholders while maintaining professionalism and confidentiality.
Manage confidential and sensitive information with discretion and professionalism.
Build and maintain effective relationships with leaders, Board and Foundation stakeholders, vendors, and other partners.
Develop and maintain organized files, records, processes, and documentation across all areas of responsibility.
Foster a collaborative, service-oriented, inclusive, and accountable working environment.
Perform other duties and support special projects as assigned.