Executive Assistant (Oconomowoc)

Rogers Memorial Hospital•Oconomowoc, WI

5d•Onsite

About The Position

The Executive Assistant is responsible for administrative support duties for the Senior executives of Rogers Behavioral Health System, Inc. (the “Executives”) and the Board of Directors (“Board”) for both the System and regional boards. The successful Executive Assistant is creative and enjoys working within an entrepreneurial environment that is mission-oriented, results-driven and patient-focused. Responsibilities encompass a broad variety of project management and administrative tasks for the Executives and Board including: managing an active calendar of appointments; composing and preparing general and/or also confidential correspondence; maintaining the library of financial and corporate documents; facilitating internal lines of communication; arranging travel plans, itineraries, and agendas; completing expense reports and compiling documents and presentations for upcoming meetings. This is an in-office position in Oconomowoc, WI.

Requirements

Minimum of five (5) years of related professional and senior level administrative experience required.
Computer proficiency, including Microsoft® Office Suite with special emphasis on calendaring, presentations and virtual platforms.
Strong organizational and project management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Excellent interpersonal skills with the ability to build relationships with stakeholders, including Executives, Board, external partners, donors and staff.
Excellent written and verbal communication skills.
Demonstrates proactive approaches to problem-solving with strong decision-making capability.
Highly resourceful team-player, with the ability to also be extremely effective independently.
Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Forward looking thinker, who actively seeks opportunities and proposes solutions.

Nice To Haves

Bachelor's degree preferred.
Prior experience supporting a C-Suite executive strongly preferred ; experience supporting a Vice President–level leader will also be considered.

Responsibilities

Plans, coordinates and proactively ensures Executives’ schedules are adhered to.
Researches, prioritizes, and follows up on issues and concerns addressed to the Executives, including those of a sensitive or confidential nature.
Determines appropriate course of action including referral or response and pursuing administrative action as needed.
Provides a bridge for clear communication between the System office, the Board and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Works closely and effectively with the Executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Executives updated.
Provides leadership to build relationships crucial to the success of the organization and, manages a variety of special projects for the Executives, some of which may have organizational impact.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to ensure on-time project completion.
Maintains discretion and confidentiality in relationships with all System Board members, and System and Hospital staff.
Coordinate monthly and quarterly planning objectives and key results across the executive team.
Acts as a liaison on behalf of the Executives to support positive relationships with the Board employing diplomacy in all interactions.
Works with the appropriate Executives and chairs to identify pre-meeting briefing needs and supporting documents.
Prepares meeting agendas and presentations for the board and committee meetings.
Posts and distributes all materials in a timely fashion on board website.
Creates meeting minutes and task lists for board, committee and senior leadership meetings.
Coordinates post-meeting follow-up.
Exercises good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills.
Initiates meeting files and agendas, creates presentation tools; researches required information or background.
Follows up with contacts made by the Executives and supports the cultivation of ongoing relationships.
Maintains contact information for members of the leadership team, doctors, staff, Board and other relevant parties in electronic form.
The Executive Assistant will have the ability to work independently on projects, from conception to completion and participate in committees, team meetings and team projects, as directed.
Demonstrate the ability to maintain a realistic balance among multiple priorities and must be able to work under time and project pressure to handle a wide variety of activities and confidential matters with discretion.
Demonstrate punctuality and preparedness.
Demonstrate effective communication and organizational skills.
Contribute in a positive, solution-focused manner.
Conduct self in a professional manner.
Demonstrate organizational skills that promote timely response to all inquiries and to task completion.
Communicate with all individuals in a positive and professional manner.
Incorporates solution focused perspective to resolve individual issues with peers in a positive, calm manner.
Communicate concerns and provide solutions for same.
Attend outside seminars and conferences to promote professional growth.
Demonstrate a positive and professional attitude toward parties outside the System/Hospital (board members, patient’s families, visitors, vendors, etc.).
Comply with the Hospital’s policies and procedures, including Human Resources, Infection Control and Employee Health policies and procedures.
Project professional image by adhering to dress code.
Schedule Monday-Friday, 8am-5pm
Flexibility to accommodate time-sensitive executive requests, which may occasionally occur outside standard business hours.