Executive Assistant, QuadMed

Quad•West Allis, WI

12d•Onsite

About The Position

QuadMed is seeking an Executive Assistant to provide high-level administrative, operational, and coordination support across 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. It uses organization, collaboration, accountability, and technology—including AI tools—to improve processes and operational efficiency and ensure timely execution. The position regularly requires onsite work at the West Allis, Wisconsin location. The Executive Assistant supports executive leaders through calendar and travel management, meeting coordination, communications, expense reporting, records management, project coordination, and executive and board-related activities. The role also administers Foundation and Trust activities, including scholarship portal coordination, correspondence, meetings, governance records, and stakeholder communications. It collaborates with the Senior Business Office Coordinator to ensure seamless executive, meeting, event, and corporate office support, and performs other duties and special projects as assigned.

Requirements

Associate's degree required; appropriate education and/or experience may be substituted on an equivalent basis.
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 using Microsoft Office Suite and collaboration platforms to support executive operations.
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.
Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and OneNote.
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 in a collaborative team environment.
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 leader overseeing the Windhover Foundation and Quad Voting Trust and serving as CEO of QuadMed LLC, as well as other designated QuadMed executive leaders.
Manage complex calendars, schedule meetings, coordinate travel arrangements, and prioritize competing requests.
Coordinate executive meetings by preparing agendas and presentation materials, capturing notes, and tracking follow-up actions to completion.
Prepare, submit, and reconcile executive expense reports in accordance with company policies.
Act as a primary point of contact between executives and internal and external stakeholders.
Prepare executive correspondence, presentations, reports, and other business documents.
Coordinate leadership and applicable Board meetings, executive retreats, and strategic planning sessions, including logistics, materials, and follow-up.
Monitor executive priorities and proactively identify scheduling conflicts, emerging issues, and opportunities to improve efficiency.
Coordinate projects and gather information with organizational leaders to ensure timely completion of executive requests and initiatives.
Coordinate responsibilities and administrative processes with the Senior Business Office Coordinator to provide seamless executive, meeting, event, and corporate office support.
Assist with special projects and strategic initiatives assigned by executive leadership.
Develop, maintain, and organize executive files, records, and documentation.
Identify process improvements and use technology, including AI tools, to enhance executive support and operational effectiveness.
Foster a collaborative, service-oriented, inclusive, and accountable working environment.
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 as needed.
Manage and triage Foundation correspondence and ensure timely responses and follow-up.
Coordinate Windhover Foundation meetings, including agendas, materials, logistics, minutes, and follow-up actions.
Support Foundation governance, recordkeeping, documentation, and coordination with stakeholders.
Schedule and coordinate Quad Voting Trust meetings and related administrative activities at the direction of Trust leadership.
Maintain Foundation and Trust records, meeting documentation, and confidential information in accordance with established governance practices.
Serve as a liaison among the Foundation, Trust, executive leadership, board members, vendors, and other stakeholders.
Manage sensitive information with discretion, confidentiality, and professionalism.
Build and maintain effective relationships with leaders, Board and Foundation stakeholders, vendors, and other partners.
Maintain organized files, records, processes, and documentation across the three areas of responsibility.
Perform other duties and support special projects as assigned.