Executive Administrative Assistant

Shorehaven; Town of Oconomowoc (WI); On-site; USD 52,000 - 78,000; Full time

Job summary

Shorehaven Incorporated in Wisconsin is seeking an experienced Executive Administrative Assistant to support the CEO, Executive Leadership Team, and Board of Directors. This role coordinates calendars, prepares communications and materials, attends meetings, and helps manage governance records and special projects.

The ideal candidate is organized, discreet, proactive, and capable of multi-tasking in a fast-paced nonprofit or healthcare-adjacent setting.

Qualifications

• Minimum of five years of progressively responsible administrative or executive support experience.
• Experience supporting executive leadership or a Board of Directors is strongly preferred.
• Strong written and verbal communication skills; ability to prepare professional correspondence and meeting minutes.
• Excellent organizational skills with attention to detail and ability to manage competing priorities.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.

Responsibilities

• Provide administrative and organizational support to the CEO, Executive Leadership Team, and Board of Directors.
• Manage the CEO's calendar, appointments, and priorities; coordinate meetings and follow-up.
• Prepare communications, presentations, reports, agendas, and executive materials.
• Coordinate Board and committee meetings, packets, communications, and logistics; attend meetings and take minutes.
• Maintain governance records, rosters, and required legal/state documents; track deadlines and action items.
• Coordinate special projects and organizational events involving leadership and other departments.

Skills

Executive support

Board liaison

Calendar management

Communication

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Full-Time | Starting on December 7th, 2026

Schedule: Primarily regular business hours with some flexibility. Must be available for early morning meetings, including early morning board meetings, and occasional evening meetings and organizational events.

Shorehaven is seeking an experienced, organized, and proactive Executive Administrative Assistant to provide administrative and organizational support to our Chief Executive Officer (CEO), Executive Leadership Team, and Board of Directors.

This position plays an important role in supporting executive operations, leadership communications, Board activities, and organizational initiatives. The ideal candidate is a dependable professional who takes initiative, exercises sound judgment, maintains confidentiality, and enjoys working with a variety of people and responsibilities.

What You'll Do

• Provide administrative and organizational support to the CEO and Executive Leadership Team, including scheduling, correspondence, meeting coordination, and follow-up on key priorities.
• Manage the CEO's calendar, appointments, meeting requests, and administrative priorities.
• Prepare professional communications, presentations, reports, meeting agendas, and other executive materials.
• Coordinate Board of Directors and committee meetings, including scheduling, meeting packets, communications, and logistics.
• Attend Board and committee meetings, prepare accurate minutes, and maintain official governance records.
• Maintain Board rosters, organizational records, and required legal and state documentation.
• Track important deadlines, action items, and follow-up commitments.
• Coordinate special projects, organizational events, and initiatives involving leadership and other departments.
• Maintain organized electronic records, spreadsheets, reports, and confidential information.
• Assist with organizational communications, marketing activities, and special resident events as needed.
• Serve as a professional and welcoming point of contact for Board members, employees, residents, and external partners.

What We're Looking For

• Minimum of five years of progressively responsible administrative or executive support experience preferred.
• Experience supporting executive leadership or a Board of Directors strongly preferred.
• High school diploma or equivalent required; additional education in business administration or a related field preferred.
• Strong proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills, including the ability to prepare professional correspondence and meeting minutes.
• Strong organizational skills, attention to detail, and the ability to manage competing priorities.
• Ability to work independently, anticipate needs, and follow through on responsibilities.
• Professionalism, sound judgment, and the ability to maintain confidentiality.
• Positive attitude, flexibility, and strong interpersonal skills.

Why Shorehaven?

For more than 85 years, Shorehaven has served older adults and families in the Oconomowoc community. Guided by our mission, "Reflecting Christ's love, we provide homes and resources for seniors," we are committed to providing quality care, services, and a welcoming environment for those we serve.

As our Executive Administrative Assistant, you'll work closely with our CEO and Executive Leadership Team, supporting the people and initiatives that help Shorehaven fulfill its mission.

We invite you to join our team and be part of the work we do every day.