Executive Assistant

Children's Wisconsin•Milwaukee, WI

4d•Onsite

About The Position

Children’s Wisconsin is seeking a highly skilled and professional Executive Assistant to provide high-level administrative support to two executives. The role manages a broad range of clerical and non-clerical support functions while exercising independent judgment, discretion, and confidentiality. The ideal candidate is proactive, resourceful, detail-oriented, highly organized, and able to manage competing priorities with minimal supervision in a fast-paced environment. The position is onsite at the Milwaukee Hospital Campus, scheduled Monday through Friday for 40 hours per week (1.0 FTE).

Requirements

High school diploma, GED, or HSED.
At least 5 years of administrative support or project management experience.
Experience coordinating travel arrangements for executive staff.
Advanced proficiency with Microsoft Office Suite and related business technologies.
Strong written and verbal communication skills, including exceptional grammar, spelling, proofreading, and editing abilities.
Typing proficiency of at least 60 words per minute.
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 and ability to manage multiple tasks and deadlines.
Knowledge of record keeping, filing systems, and office administration practices.
Ability to solve problems independently and respond effectively to urgent situations.
Ability to maintain confidentiality and handle sensitive information appropriately.
Strong interpersonal skills and ability to build relationships across organizational levels.

Nice To Haves

Bachelor’s degree or an equivalent combination of education and relevant experience.
Experience supporting executive-level leaders.

Responsibilities

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 or 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 promptly communicate urgent matters.
Manage executive mail and email communications, identifying and highlighting priority items.
Use technology proactively to support executive meetings, presentations, and special projects.
Prioritize and manage multiple projects and responsibilities while ensuring timely follow-through.
Assist with planning and coordinating organizational events and executive-level meetings.
Conduct internet research and gather information to support executive initiatives.
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.
Serve as a communication liaison between executives and stakeholders, including hospital leadership, board members, physicians, staff, patients’ families, and external partners.
Demonstrate professionalism, diplomacy, and strong customer service in interactions.
Maintain highly confidential information and records with discretion and integrity.
Organize and maintain filing and record-keeping systems.
Exercise sound judgment when screening calls, scheduling meetings, prioritizing requests, and making routine decisions in executives’ absence.
Provide backup support for other administrative professionals as needed.