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.

Please follow this link for a closer look at what it’s like to work at Children’s Wisconsin: https://www.instagram.com/lifeatcw/

Children's Wisconsin is seeking a highly professional and resourceful Executive Assistant to join our team! The professional in this role provides high level support to our Chief Human Resources Officer, handling a wide range of administrative and executive support-related responsibilities and can work independently with little or no supervision. This individual must have the ability to interact with executives, providers and staff at all levels in a fast-paced environment while remaining flexible, proactive, resourceful and efficient with a high degree of professionalism and confidentiality. This is a unique opportunity for someone who thrives in fast-paced, high-impact environments and can seamlessly blend project management, strategic thinking, and executive support.

Work Schedule/Location: Full-Time/ Children's Corporate Center (this is NOT a remote opportunity)

What you will need:

·         Requires high school diploma and five years of administrative support, providing administrative support to an executive preferred.

·         Bachelor’s or Associate degree preferred. 

·         Ability to type at a speed of 60 words per minute and proofread preferred.

·         Advanced proficiency in MS Office products.

·         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 maintain strict confidentiality.

·         Ability to use sound judgment as it relates to scheduling meetings and screening calls.

·         Experience in scheduling travel arrangements for executive staff.

·         Good judgment and organizational ability to prioritize and organize workload to meet daily demands, as well as respond to urgent situations.

What you will do:

·         Demonstrate ability to grasp new technology and apply to the work setting.

·         Proactively manages/prepares/leverages technology for executive meetings and projects.

·         Prepare correspondence on routine inquiries as well as reports, invoices, travel expense reports, agendas, minutes, memos, and other documents.

·         Coordinate meeting details/agendas, takes and transcribes meeting minutes as requested.

·         Assist executive with preparation of presentations, spreadsheets, charts, and graphs.

·         Handle outgoing electronic communications on behalf of respective executive as requested.

·         Prioritize and manage multiple projects/responsibilities simultaneously and follows through on issues in a timely manner.

·         Maintain confidential files and upgrades file systems as needed.

·         Answer/screen phone calls and directs all incoming calls to appropriate party promptly and efficiently. Take detailed messages and forwards in a timely manner.  Notify executive of any urgent messages in a timely manner.

·         Communicate effectively both on the phone and in person with diverse groups including visitors, parents, staff, other  executives, and board members. 

·         Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants.

·         Manage mail and email for designated executive as directed, screening for future meeting/ appointment dates and noting such.  Notifies executive of urgent or important mail in a timely manner.

·         Coordinate and schedules travel/conference arrangements for executive and other staff as required. 

·         Demonstrate ability to maintain confidentiality on all matters relating to the department and healthcare system.

·         Make minor, independent decisions in the absence of the assigned executive.

·         Provide back-up coverage for other departmental administrative support positions.

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.

Certifications/Licenses: