Executive Assistant

Children's Wisconsin Executive Assistant

At Children's Wisconsin, we believe kids deserve the best.

Children's Wisconsin is a nationally recognized health system dedicated solely to the health and well-being of children. We provide primary care, specialty care, urgent care, emergency care, community health services, foster and adoption services, child and family counseling, child advocacy services and family resource centers. Our reputation draws patients and families from around the country.

We offer a wide variety of rewarding career opportunities and are seeking individuals dedicated to helping us achieve our vision of the healthiest kids in the country. If you want to work for an organization that makes a difference for children and families, and encourages you to be at your best every day, please apply today.

Job Summary Provides high level support for an executive[s], handling a wide range of administrative and executive support-related responsibilities, both clerical and non-clerical, and is able to work independently with little or no supervision. Has the ability to interact with staff at all levels in a fast paced environment while remaining flexible, proactive, resourceful and efficient with a high degree of professionalism and confidentiality.

Essential Functions

• Demonstrates ability to grasp new technology and apply to the work setting.
• Proactively manages/prepares/leverages technology for executive meetings and projects.
• Prepares correspondence on routine inquiries as well as reports, invoices, travel expense reports, agendas, minutes, memos, and other documents.
• Coordinates meeting details/agendas, takes and transcribes meeting minutes as requested.
• Assists executive with preparation of presentations, spreadsheets, charts, and graphs.
• Handles outgoing electronic communications on behalf of respective executive[s] as requested.
• Prioritizes and manages multiple projects/responsibilities simultaneously, and follows through on issues in a timely manner.
• Relieves executive of routine requests and responsibilities.
• Maintains confidential files and upgrades file systems as needed.
• Answers/screens phone calls and directs all incoming calls to appropriate party promptly and efficiently. Takes detailed messages and forwards in a timely manner. Notifies executive[s] of any urgent messages in a timely manner.

Legacy Essential Functions

• Communicates effectively both on the phone and in person with diverse groups including visitors, parents, hospital staff, medical staff, hospital executives, and board members. Functions as a communication liaison on behalf of the vice president/department.
• Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants.
• Manages mail and email for designated executive[s] as directed, screening for future meeting/appointment dates and noting such. Notifies executive[s] of urgent or important mail in a timely manner.
• Coordinates and schedules travel/conference arrangements for executive[s] and other staff as required. Submits expense reports and verifies vouchers and appropriateness of documents submitted.
• Demonstrates ability to maintain confidentiality on all matters relating to the department, hospital, and healthcare system.
• Makes minor, independent decisions in the absence of the assigned executive.
• Provides back-up coverage for other departmental administrative support positions.

Education:

• High School graduate or Certificate of General Educational Development (GED) or High School Equivalency Diploma (HSED) required
• Bachelor's Degree preferred or relevant experience

Experience:

• 5+ years administrative support or project management experience required
• Providing administrative support to an executive preferred
• Experience in scheduling travel arrangements for executive staff required

Knowledge, Skills and Abilities

• Ability to type at a speed of 60 words per minute and proofread.
• Advanced proficiency in MS Office products (technology specific to Vice President's area).
• High level of written and verbal communication skills, as well as grammar, punctuation, spelling, and proofreading skills.
• Knowledge of record keeping and filing systems.
• Proficient calendar management skills including coordination of complex executive meetings.
• Ability to make sound judgment calls as they relate to scheduling meetings and screening calls.
• Ability to organize and plan events as required.
• Working knowledge of the internet and ability to do research.
• Good judgment and organizational ability to prioritize and organize workload to meet daily demands, as well as respond to urgent situations.

Required for All Jobs:

• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that may be requested in the performance of this job.
• Employment is at-will. This document does not create an employment contract, implied or otherwise.

Children's Wisconsin is an equal opportunity / affirmative action employer. We are committed to creating a diverse and inclusive environment for all employees. We treat everyone with dignity, respect, and fairness. We do not discriminate against any person on the basis of race, color, religion, sex, gender, gender identity and/or expression, sexual orientation, national origin, age, disability, veteran status, or any other status or condition protected by the law.