Executive Assistant

Executive Assistant

Job Category: Administration

Location: Altoona, WI 54720, USA

Job Summary:

The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer and Executive Leadership Team. This role is responsible for coordinating executive communications, managing complex schedules and meetings, supporting contract administration and compliance activities, and leading key organizational events and initiatives. The Executive Assistant serves as a central point of coordination across departments, providers, and external partners, exercising strong judgment, discretion, confidentiality, and professionalism.

Hours:

• Full-Time
• 8-hour shifts
• Monday-Friday

Essential Functions:

Executive Support

• Coordinate meetings on behalf of the Chief Executive Officer
• Plan and execute quarterly Governing Board meetings, including agenda development, document preparation, minutes, logistics, and communications
• Draft and distribute communications on behalf of the Chief Executive Officer in collaboration with the communications contact
• Support physician shareholder relations, including maintaining accurate records, coordinating communications, facilitating meetings, and liaising with legal counsel and leadership
• Assist with administrative compliance activities in partnership with the Facility Compliance Officer, including tracking non-monetary compensation and managing physician contract attestations
• Prepare agendas, coordinate logistics, and document minutes for Leadership and All Staff meetings, including virtual participation and recordings

Contract Management

• Serve as liaison between leadership and legal counsel regarding contract expirations, renewals, and related matters
• Partner with Quality to determine contract requirements for quality metrics and evaluations
• Communicate quality metric expectations for new contracts to leadership
• Coordinate and actively participate in monthly contract call meetings
• Maintain and distribute monthly service contract tracking spreadsheets
• Distribute and track completion of annual contract evaluations
• Process contract terminations, including certified mail notifications and documentation upload to the contract management system

Event Coordination

• Plan and support organizational events, including, but not limited to, Annual Medical Staff Meeting, Christmas, Company Picnic, Hospital Week, Halloween, Doctor's Day, and provider holiday events
• Coordinate event logistics such as venue booking, food and beverage, dcor, entertainment, communication coordination, and gifts
• Manage retirement recognition events, including coordination of event, communication, and gift arrangements
• Plan and facilitate monthly employee birthday lunches, including coordinating communications, RSVPs, recognition items, and refreshments
• Coordinate bereavement memory stones in accordance with Human Resources policy

Administrative

• Maintain and distribute the monthly telephone directory
• Manage and update provider call schedules and Administrator on Call schedules within calendar and secure messaging platforms
• Coordinate organizational travel, including hotel, flight, and rental car arrangements
• Annually update hotel discounts and publish updates to the organization's website
• Support mailing activities, including certified mail, special mailings, and daily monitoring of offsite mailboxes with scanning and distribution to appropriate parties
• Serve as primary contact for specialty chief reimbursements and submit to Finance
• Monitor social media messages and inquiries daily in collaboration with the communications contact

Perform other duties as assigned

Knowledge, Skills & Abilities:

• Quality assurance and accreditation standards
• Discretion and strict confidentiality when managing sensitive records, conversations, and organizational data
• Effective English communication in verbal and written format
• Quality work including attention to detail and accuracy
• Intermediate computer proficiency
• Carry out organization's customer service standards
• Prioritize tasks effectively through managing workload based on urgency and importance
• Capacity to work independently and as part of a multidisciplinary team
• Continuously learn and improve through staying up to date on job specific trends, policies and new technologies
• Successfully demonstrate organization-wide performance review competencies

Qualifications:

• Demonstrates eligibility for employment in the U.S.
• Associate's degree in administrative assistant, executive office administration, business office technology or related field of study preferred
• Two (2) years of executive assistant, office administration, paralegal or other related experience required
• Must possess a cell phone that interfaces with the organization's secure messaging system

Benefits:

• Comprehensive health, dental, and vision insurance
• Health Savings Account with an employer contribution
• Company paid life insurance
• Free meals
• PTO
• 401(k) retirement plan with 4% company match
• Tuition reimbursement
• Wellness reimbursement

Equal Employment Opportunity & Work Force Diversity

Our organization is an equal opportunity employer and will not discriminate against any employee or applicant for employment based on race, color, creed, sex, religion, marital status, age, national origin or ancestry, physical or mental disability, medical condition, parental status, sexual orientation, veteran status, genetic testing results or any other consideration made unlawful by federal, state or local laws. This practice relates to all personnel matters such as compensation, benefits, training, promotions, transfers, layoffs, etc. Furthermore, our organization is committed to going beyond the legal requirements of equal employment opportunity to take positive actions which ensure diversity in the workplace and result in a multi-cultural organization.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.