Executive Assistant

Illuminus•Waukesha, WI

3d•Onsite

About The Position

The Executive Assistant to the Chief Executive Officer (CEO) provides high-level administrative, organizational, and operational support to the CEO and serves as a key liaison among the CEO, Board of Directors, executive leadership team, employees, residents, families, community partners, and other stakeholders. The role requires professionalism, discretion, confidentiality, organization, initiative, and independent judgment. The Executive Assistant anticipates the CEO’s needs, manages competing priorities, coordinates executive-level activities, and ensures that information, meetings, communications, and follow-up are handled efficiently and professionally. The position also provides administrative and governance support to the Board of Directors and assists with executive leadership activities and organizational initiatives. This is a 100% onsite position with occasional evenings and weekends as needed, occasional travel to other office locations, and on-call services as assigned. Compensation is $60,000–$75,000, based on relevant experience and qualifications.

Requirements

High school diploma or equivalent required.
Exceptional interpersonal and communication skills and ability to interact professionally with individuals at all levels of the organization.
Ability to maintain strict confidentiality and exercise discretion with sensitive information.
Strong organizational skills and exceptional attention to detail.
Ability to prioritize multiple responsibilities, manage deadlines, and work effectively in a fast-paced environment.
Ability to work independently, anticipate needs, take initiative, and exercise sound judgment.
Ability to establish and maintain effective working relationships with the CEO, executive leadership team, Board members, employees, residents, families, and external stakeholders.
Ability to adapt to changing priorities and organizational needs.
Professional demeanor and ability to represent the organization positively in internal and external interactions.
Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and related business technology.

Nice To Haves

Associate’s or bachelor’s degree in business administration, communications, healthcare administration, or a related field.
Three or more years of progressively responsible administrative, executive assistant, or similar experience.
Prior experience supporting an executive, senior leader, governing board, or leadership team.
Experience working in healthcare, senior living, nonprofit, or other mission-driven organizations.

Responsibilities

Provide comprehensive administrative support to the CEO, including managing priorities, correspondence, communications, appointments, meetings, and follow-up activities.
Anticipate the CEO’s needs and independently identify matters requiring attention, follow-up, or action.
Track meeting commitments and follow-up items and assist the CEO in ensuring assignments and deadlines are addressed.
Serve as a primary administrative resource for the Board of Directors and support effective communication between the Board, CEO, and organization.
Coordinate the preparation, organization, distribution, and maintenance of Board materials, including agendas, meeting packets, minutes, reports, handbooks, and governance documents.
Attend Board and other designated governance meetings, prepare accurate minutes, and distribute minutes and follow-up materials as appropriate.
Maintain Board records and governance documents securely, confidentially, and in an organized manner.
Coordinate meetings, events, and special projects involving the CEO, executive leadership team, Board members, and external stakeholders.
Assist with organizational projects and initiatives as directed by the CEO, providing coordination and follow-up to support timely completion.
Maintain organized and accessible electronic and physical records and help ensure organizational documents are stored, protected, and retrievable.
Communicate professionally with people at all levels of the organization and promote positive working relationships.
Represent the organization professionally in a manner consistent with its mission, vision, values, and commitment to quality.
Handle sensitive or confidential information with professionalism and discretion.
Use appropriate technology and software to manage calendars, communications, documents, meetings, presentations, and other administrative functions.
Assist with planning and coordinating organizational meetings, events, receptions, and other activities as assigned.
Maintain a positive image of the organization in the community in alignment with its mission, vision, and values.
Provide on-call services as assigned.
Perform other duties and special projects as assigned by the CEO.