Executive Administrative Assistant - Remote Wisconsin

Gainwell Technologies; Wisconsin; Remote; USD 42,000 - 52,000; Full time

Benefits offered by this job

Medical benefits

401(k) match

Flexible vacation policy

Educational assistance

Job summary

Gainwell Technologies seeks an Executive Administrative Assistant to support senior leadership within the Bureau of Clinical Policy and Pharmacy. You will manage complex calendars, coordinate meetings and travel, prepare reports, and maintain confidential records in a fast-paced healthcare setting.

The ideal candidate brings 6+ years of executive-level support, strong MS Office skills (Excel PivotTables, Word, PowerPoint, Outlook, Teams), and a proven ability to prioritize multiple tasks with

Qualifications

• 6+ years of progressively responsible administrative, executive support, or senior-level administrative experience
• experience managing complex executive calendars, meetings, travel arrangements, expense reporting, competing priorities, and confidential information with accuracy and discretion
• Strong proficiency with Microsoft Office, particularly Excel, including formulas and PivotTables, as well as Word, Outlook, PowerPoint, and Teams; SharePoint experience is strongly preferred
• Exceptional organization, time management, communication, and problem-solving skills with the ability to independently prioritize multiple assignments, anticipate needs, and follow through on deadlines
• A dependable, responsive, resourceful, and adaptable approach to work, with sound judgment, attention to detail, and the ability to accept feedback and successfully adjust to changing priorities

Responsibilities

• Provide high-level administrative support to the Director and Deputy Director of the Bureau of Clinical Policy and Pharmacy, including complex calendar management, meeting coordination, travel arrangements, expense reporting, correspondence, and day-to-day prioritization
• Coordinate Bureau meetings, committees, projects, and workgroups by preparing agendas and presentations, scheduling participants, maintaining minutes and records, tracking action items, and supporting follow-up activities
• Compile and organize data for reports and presentations while maintaining accurate bureau records, retention requirements, and sensitive or confidential information with appropriate discretion
• Administer and maintain Microsoft Teams, SharePoint, WorkWeb, and related collaboration resources while supporting communication and information sharing across teams and partners
• Coordinate administrative activities across the Bureau of Clinical Policy and Pharmacy, including recruitment scheduling, new-hire onboarding and training, project support, and collaboration with internal departments, leadership, and external partners
• Manage multiple email inboxes, mailing lists, and lead the employee engagement committee for the Bureau of Clinical Policy and Pharmacy

Skills

Calendar management

Executive support

Prioritization

Communication

Tools

Microsoft Office

Excel

PowerPoint

Outlook

Teams

SharePoint

Job description

It takes great medical minds to create powerful solutions that solve some of healthcare's most complex challenges. Join us and put your expertise to work in ways you never imagined possible. We know you've honed your career in a fast-moving medical environment. While Gainwell operates with a sense of urgency, you'll have the opportunity to work more flexible hours. And working at Gainwell carries its rewards. You'll have an incredible opportunity to grow your career in a company that values work-life balance, continuous learning, and career development.

Summary

Join Gainwell as an Executive Administrative Assistant supporting leadership within the Bureau of Clinical Policy and Pharmacy. In this role, you will provide high-level administrative and operational support to the Director, Deputy Director, and bureau team. You will manage complex calendars and travel, coordinate meetings and projects, prepare reports and presentations, maintain confidential records, and help keep priorities moving in a fast-paced healthcare environment. We are looking for a highly organized, resourceful, dependable professional who anticipates needs, solves problems, and can confidently manage multiple priorities with limited supervision.

Your role in our mission

• Provide high-level administrative support to the Director and Deputy Director of the Bureau of Clinical Policy and Pharmacy, including complex calendar management, meeting coordination, travel arrangements, expense reporting, correspondence, and day-to-day prioritization.
• Coordinate Bureau meetings, committees, projects, and workgroups by preparing agendas and presentations, scheduling participants, maintaining minutes and records, tracking action items, and supporting follow-up activities.
• Compile and organize data for reports and presentations while maintaining accurate bureau records, retention requirements, and sensitive or confidential information with appropriate discretion.
• Administer and maintain Microsoft Teams, SharePoint, WorkWeb, and related collaboration resources while supporting communication and information sharing across teams and partners.
• Coordinate administrative activities across the Bureau of Clinical Policy and Pharmacy, including recruitment scheduling, new-hire onboarding and training, project support, and collaboration with internal departments, leadership, and external partners.
• Manage multiple email inboxes, mailing lists, and lead the employee engagement committee for the Bureau of Clinical Policy and Pharmacy.

What we're looking for

• 6+ years of progressively responsible administrative, executive support, or senior-level administrative experience, including experience supporting directors, executives, or other senior leaders; equivalent combinations of education and relevant experience may be considered.
• Demonstrated experience managing complex executive calendars, meetings, travel arrangements, expense reporting, competing priorities, and confidential information with accuracy and discretion.
• Strong proficiency with Microsoft Office, particularly Excel, including formulas and PivotTables, as well as Word, Outlook, PowerPoint, and Teams; SharePoint experience is strongly preferred.
• Exceptional organization, time management, communication, and problem-solving skills with the ability to independently prioritize multiple assignments, anticipate needs, and follow through on deadlines.
• A dependable, responsive, resourceful, and adaptable approach to work, with sound judgment, attention to detail, and the ability to accept feedback and successfully adjust to changing priorities.

What you should expect in this role

• Position requires the selected candidate to reside in Madison, Wisconsin, or the surrounding area.
• Ability to report to the Madison central office at least once per month, with additional onsite attendance as business needs require.
• High-visibility role supporting senior leadership and managing information that may be sensitive or confidential for the Bureau of Clinical Policy and Pharmacy.
• Fast-paced environment requiring independence, reliability, responsiveness, strong judgment, and the ability to balance multiple priorities and deadlines.
• Access to Gainwell's competitive benefits package for eligible employees including medical, dental, vision, and 401(k) options in accordance with applicable eligibility guidelines.

The pay range for this position is $42,000 - $52,000 per year, however, the base pay offered may vary depending on geographic region, internal equity, job-related knowledge, skills, and experience among other factors. Put your passion to work at Gainwell. You'll have the opportunity to grow your career in a company that values work flexibility, learning, and career development. All salaried, full-time candidates are eligible for our generous, flexible vacation policy, a 401(k) employer match, comprehensive health benefits, and educational assistance. We also have a variety of leadership and technical development academies to help build your skills and capabilities.

We believe nothing is impossible when you bring together people who care deeply about making healthcare work better for everyone. Build your career with Gainwell, an industry leader. You'll be joining a company where collaboration, innovation, and inclusion fuel our growth. Learn more about Gainwell at our company website and visit our Careers site for all available job role openings.

Gainwell Technologies is an Equal Opportunity Employer, where all qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical condition), age, sexual orientation, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. Gainwell Technologies defines \"wages\" and \"wage rates\" to include \"all forms of pay, including, but not limited to, salary, overtime pay, bonuses, stock, stock options, profit sharing and bonus plans, life insurance, vacation and holiday pay, cleaning or gasoline allowances, hotel accommodations, reimbursement for travel expenses, and benefits.