Executive Assistant

Illuminus; Waukesha (WI); Presencial; USD 60.000 - 75.000; Jornada completa

Descripción de la vacante

Illuminus in Wisconsin seeks an Executive Assistant to support the CEO with high-level administrative tasks, governance duties, and liaison activities with the Board, residents, families, partners, and staff. This role emphasizes discretion, organization, and proactive problem-solving.

The position is 100% onsite in Wisconsin with occasional evenings, weekends, and travel as needed. A professional demeanor and strong communication are essential to success in a fast-paced, mission-driven

Formación

• High school diploma or equivalent is required.
• An associate or bachelor’s degree is preferred.
• At least three years of progressively responsible admin or executive assistant experience.
• Experience in healthcare, nonprofit, or mission-driven organizations is a plus.
• Proficiency with Microsoft 365 applications is required.

Responsabilidades

• Provide comprehensive administrative support to the CEO, including calendars, correspondence, and meetings.
• Anticipate CEO needs and independently address follow-up and action items.
• Coordinate governance activities and Board materials, including agendas and minutes.
• Record and distribute board minutes and maintain confidential governance records.
• Represent the organization professionally with stakeholders.
• Manage communications and scheduling using Microsoft 365 tools.

Conocimientos

Interpersonal skills

Communication skills

Confidentiality

Organizational skills

Multitasking

Initiative and judgment

Educación

High school diploma or equivalent

Associate’s degree in related field (preferred)

Bachelor’s degree in related field (preferred)

Herramientas

Microsoft 365

Outlook

Word

Excel

PowerPoint

Teams

Descripción del empleo

Description

JOB SUMMARY:

The Executive Assistant to the Chief Executive Officer (CEO) provides high-level administrative, organizational, and operational support to the CEO and serves as a key liaison between the CEO, Board of Directors, executive leadership team, employees, residents, families, community partners, and other stakeholders.

This position requires a high degree of professionalism, discretion, confidentiality, organization, initiative, and independent judgment. The Executive Assistant anticipates the needs of the CEO, effectively manages competing priorities, coordinates executive-level activities, and ensures that important information, meetings, communications, and follow-up are handled efficiently and professionally.

The Executive Assistant also provides administrative and governance support to the Board of Directors and assists with executive leadership activities and organizational initiatives.

COMPENSATION:

$60,000-$75,000 based on relevant experience and qualifications

SCHEDULE:

100% onsite position with occasional evenings and weekends as needed. Occasional travel to other office locations.

ESSENTIAL JOB FUNCTIONS:

• Provides comprehensive administrative support to the CEO, including managing priorities, correspondence, communications, appointments, meetings, and follow-up activities.
• Anticipates the needs of the CEO and independently identifies matters requiring attention, follow-up, or action.
• Tracks follow-up items and commitments resulting from meetings and assists the CEO in ensuring that assignments and deadlines are appropriately addressed.
• Serves as a primary administrative resource for the Board of Directors and supports effective communication between the Board, CEO, and organization.
• Coordinates the preparation, organization, distribution, and maintenance of Board materials, including agendas, meeting packets, minutes, reports, handbooks, and other governance documents.
• Attends Board of Directors meetings and other designated governance meetings, accurately records and prepares meeting minutes, and distributes minutes and follow-up materials as appropriate.
• Maintains Board records and governance documents in an organized, secure, and confidential manner.
• Coordinates meetings, events, and special projects involving the CEO, executive leadership team, Board members, and external stakeholders.
• Assists with organizational projects and initiatives as directed by the CEO and provides coordination and follow-up to help ensure timely completion.
• Maintains organized and accessible electronic and physical records and assists in ensuring important organizational documents are appropriately stored, protected, and retrieved when needed.
• Communicates professionally and effectively with individuals at all levels of the organization and promotes positive working relationships.
• Represents the organization in a professional manner consistent with its mission, vision, values, and commitment to quality.
• Maintains a high level of professionalism and discretion when handling sensitive, confidential, or potentially sensitive information.
• Utilizes appropriate technology and software applications to efficiently manage calendars, communications, documents, meetings, presentations, and other administrative functions.
• Assists with planning and coordinating organizational meetings, events, receptions, and other activities as assigned.
• Maintains a positive image of the entity in the community keeping in alignment with our mission, vision, and values.
• Responsible for on-call services, as assigned.
• Performs other duties and special projects as assigned by the CEO.

Requirements

QUALIFICATIONS:

• Exceptional interpersonal and communication skills with the ability to interact professionally with individuals at all levels of the organization.
• Demonstrated ability to maintain strict confidentiality and exercise discretion with sensitive information.
• Strong organizational skills and exceptional attention to detail.
• Demonstrated ability to prioritize multiple responsibilities, manage deadlines, and work effectively in a fast-paced environment.
• Ability to work independently, anticipate needs, take initiative, and exercise sound judgment.
• Ability to establish and maintain effective working relationships with the CEO, executive leadership team, Board members, employees, residents, families, and external stakeholders.
• Ability to adapt to changing priorities and organizational needs.
• Professional demeanor and the ability to represent the organization positively in internal and external interactions.

EXPERIENCE AND TRAINING:

• High school diploma or equivalent required; associate's or bachelor's degree in business administration, communications, healthcare administration, or a related field preferred.
• Three or more years of progressively responsible administrative, executive assistant, or similar experience preferred.
• Prior experience supporting an executive, senior leader, governing board, or leadership team is preferred.
• Experience working in healthcare, senior living, nonprofit, or other mission-driven organizations is preferred.
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and related business technology.