Executive Assistant

CHS Children's Hospital and Health System, Inc.; United States; On-site; USD 60,000 - 90,000; Full time

Job summary

Children's Wisconsin is seeking a highly skilled Executive Assistant to provide high-level administrative support to two executives at our Milwaukee hospital campus. The role requires independent judgment, discretion, and the ability to manage multiple priorities in a fast-paced environment.

The successful candidate will manage calendars, coordinate meetings, prepare documents, handle communications, and ensure timely follow-through on initiatives while maintaining confidentiality and

Qualifications

• Minimum of 5 years of administrative support or project management experience.
• Experience supporting executive-level leaders preferred.
• Experience coordinating travel arrangements for executive staff required.
• Advanced proficiency with Microsoft Office Suite and related business technologies.
• Strong written and verbal communication, grammar, spelling, proofreading, and editing abilities.

Responsibilities

• Provide comprehensive administrative support to two executive leaders.
• Manage complex calendars, meetings, and scheduling priorities with internal and external stakeholders.
• Coordinate meeting logistics, prepare agendas, and record/transcribe meeting minutes as requested.
• Prepare and edit correspondence, reports, presentations, spreadsheets, charts, graphs, invoices, travel expense reports, and other documents.
• Handle electronic communications on behalf of executives as requested.
• Screen and prioritize phone calls, take detailed messages, and ensure urgent matters are communicated promptly.
• Direct executive mail and email communications, highlighting priority items.
• Leverage technology to support executive meetings, presentations, and special projects.
• Prioritize and manage multiple projects with timely follow-through.
• Assist with planning and coordination of organizational events and executive-level meetings.
• Conduct internet research to support executive initiatives.
• Coordinate travel arrangements, conference registrations, and related logistics for executives and staff.
• Prepare and submit expense reports and verify documentation for accuracy and compliance.
• Serve as liaison between executives and diverse stakeholders including leadership, board, physicians, staff, families, and external partners.
• Demonstrate professionalism, diplomacy, and strong customer service.

Skills

Calendar management

Executive support

Travel coordination

Communication

Discretion & confidentiality

Education

High School Diploma / GED / HSED

Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

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.

Job Summary

Children's Wisconsin is seeking a highly skilled and professional Executive Assistant to provide high-level administrative support to two Children's Wisconsin executives. This role is responsible for managing a wide range of executive support functions, both clerical and non-clerical, while exercising independent judgment, discretion, and confidentiality. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional organizational and communication skills, and can effectively interact with individuals at all levels of the organization. This individual must be proactive, resourceful, detail-oriented, and capable of managing multiple priorities with minimal supervision.

Schedule & Location

1.0 FTE | 40 Hours/Week Monday - Friday Onsite | Milwaukee Hospital Campus

Key Responsibilities

• Provide comprehensive administrative support to two executive leaders.

• Manage complex calendars, meetings, and scheduling priorities with internal and external stakeholders.

• Coordinate meeting logistics, prepare agendas, and record/transcribe meeting minutes as requested.

• Prepare and edit correspondence, reports, presentations, spreadsheets, charts, graphs, invoices, travel expense reports, and other business documents.

• Handle electronic communications on behalf of executives as requested.

• Screen and prioritize phone calls, take detailed messages, and ensure urgent matters are communicated promptly.

• Manage executive mail and email communications, identifying and highlighting priority items.

• Proactively manage and leverage technology to support executive meetings, presentations, and special projects.

• Prioritize and manage multiple projects and responsibilities simultaneously while ensuring timely follow-through.

• Assist with planning and coordination of organizational events and executive-level meetings.

• Conduct internet research and gather information as needed to support executive initiatives.

• Coordinate travel arrangements, conference registrations, and related logistics for executives and other staff as needed.

• Prepare and submit expense reports and verify supporting documentation for accuracy and compliance.

• Serve as a communication liaison between executives and a diverse group of stakeholders, including hospital leadership, board members, physicians, staff, patients' families, and external partners.

• Demonstrate professionalism, diplomacy, and strong customer service in all interactions.

• Maintain highly confidential information and records with discretion and integrity.

• Organize and maintain filing and record-keeping systems.

• Exercise sound judgment in screening calls, scheduling meetings, prioritizing requests, and making routine decisions in the absence of assigned executives.

• Provide backup support for other administrative professionals as needed.

Qualifications

Education

High School Diploma, GED, or HSED required. Bachelor's Degree preferred or an equivalent combination of education and relevant experience.

Experience

Minimum of 5 years of administrative support or project management experience required.

Experience supporting executive-level leaders preferred.

Experience coordinating travel arrangements for executive staff required.

Knowledge, Skills & Abilities

Advanced proficiency with Microsoft Office Suite and related business technologies. Strong written and verbal communication skills with exceptional grammar, spelling, proofreading, and editing abilities. Typing proficiency of at least 60 words per minute. Demonstrated ability to learn and adapt to new technologies. Expertise in complex calendar management and executive scheduling. Ability to exercise sound judgment and discretion when managing competing priorities. Strong organizational skills with the ability to manage multiple tasks and deadlines. Knowledge of record keeping, filing systems, and office administration practices. Ability to independently solve problems and respond effectively to urgent situations. Proven ability to maintain confidentiality and handle sensitive information appropriately. Strong interpersonal skills and ability to build relationships across all organizational levels.

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

Dedicated solely to the health and well‑being of children. We are the region's only independent healthcare system dedicated solely to the health and well‑being of children. In Milwaukee and throughout the state, we provide kids and their families a wide range of care and support - everything from routine care for ear aches or sore throats to life‑saving advances and treatment options. Our academic partner, The Medical College of Wisconsin, brings many of the nation's most well‑respected doctors to our team. Together we work to ensure that every child and family we serve receives nothing but the best.