Executive Assistant

* This is a hybrid position to be located in Marshfield. *

JOB SUMMARY

The Executive Assistant provides high-level administrative and strategic support to the organization's executive leadership and Board of Directors to ensure effective governance and efficient day-to-day operations. This role is responsible for coordinating executive priorities, managing complex calendars, preparing meeting materials (including agendas, briefing documents, minutes, and action tracking), and facilitating communication across leadership and key stakeholders. Additional responsibilities include preparing correspondence, coordinating travel arrangements, and managing expense reporting.

This position operates in a fast-paced, highly collaborative environment and requires exceptional organizational skills, discretion, professionalism, and attention to detail. The Executive Assistant plays a critical role in enhancing leadership effectiveness, improving workflow efficiency, and ensuring the seamless execution of administrative and strategic priorities across the organization.

ESSENTIAL JOB FUNCTIONS

1. Provides advanced, highly responsible, and confidential administrative and executive support to executive leadership and the Board of Directors, ensuring efficient coordination of priorities and daily operations.
2. Manages executive calendars, including scheduling, prioritization of competing commitments, and coordination of meetings and related communications.
3. Coordinates executive and Board-level meetings, including agenda development, preparation and distribution of meeting materials, logistical coordinator, documentation of minutes and key decisions, and tracking of action items and follow-up tasks.
4. Collects, compiles, and synthesizes information from multiple sources to prepare reports, presentations, correspondence, and other materials that support executive review and decision-making.
5. Maintains accurate, organized, and up-to-date files, records, correspondence, tracking tools, and documentation to ensure accessibility and compliance with organizational standards.
6. Drafts, edits, and prepares a variety of documents, correspondence, forms, and communications with a high level of accuracy, professionalism, and confidentiality.
7. Coordinates travel arrangements, meeting logistics, and related scheduling needs, and processes expense reports to ensure timely reimbursement and accurate recordkeeping.
8. Utilizes Microsoft Office and other organizational systems to develop, manage, and maintain documents, reports, and administrative workflows.
9. Maintains project documentation and tracking tools to support visibility, accountability, and communication of assigned initiatives.
10. Provides administrative support for Board governance activities, including preparation for Board and committee meetings, onboarding and orientation support for Board members, and related logistical coordination.
11. Serves as a key administrative contact for the department by receiving, screening, and directing inquiries and communications as appropriate.
12. Monitors office supply inventory and orders supplies as needed to support efficient day-to-day operations.
13. Maintains strict confidentiality and discretion in handling sensitive organizational, personnel, executive, and Board-related information.
14. Maintains strict adherence to scheduled work hours with regular and reliable attendance.
15. Performs other duties as assigned.

EDUCATION AND EXPERIENCE

1. Associate's Degree in Business Administration, Office Administration, Communications or related field is required; a Bachelor's degree is preferred. An equivalent combination of education, training, and/or relevant experience may be considered in lieu of the degree requirement.
2. Minimum of five years of progressively responsible administrative experience.
3. Minimum of three years of experience supporting executive-level leadership strongly preferred
4. Experience supporting Boards of Directors, committees, or governance bodies preferred
5. Experience in a healthcare, nonprofit, or similar complex organization preferred
6. Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) required

CERTIFICATIONS / LICENSES

1. Certified Administrative Professional (CAP) or Professional Administrative Certification of Excellence (PACE) certification preferred.
2. Valid Wisconsin Driver's License required with an acceptable motor vehicle record (MVR), per FHC guidelines.

Equal Employment Opportunity