Executive Assistant - Omaha (FT Days, Mon-Fri)

Madonna Rehabilitation Hospitals; Omaha (NE); On-site; USD 60,000 - 75,000; Full time

Job summary

Madonna Rehabilitation Hospitals in Omaha seeks an experienced Executive Assistant to provide high-level administrative, operational, and strategic support to our executive leadership. The role manages complex schedules, coordinates communications, and preserves confidentiality across the organization.

You will draft reports and presentations, prepare meeting materials, attend meetings, and help coordinate board activities while partnering with internal teams, vendors, board members, and

Qualifications

• Associate's degree required; bachelor's preferred.
• Minimum five years of administrative assistant experience.
• Experience supporting C-level executives preferred.

Responsibilities

• Manage complex executive calendars and scheduling.
• Prepare reports, letters, memos, spreadsheets, and presentations.
• Attend meetings and take minutes.
• Coordinate communications with board members and external stakeholders.
• Support budget tracking and expense reconciliation.
• Maintain secure, confidential records.
• Liaise between executives, internal teams, and external parties.

Skills

Calendar management

Microsoft 365

Microsoft Excel

Microsoft PowerPoint

Outlook

Video conferencing

Verbal communication

Written communication

Administrative support

C-level support

Event coordination

Education

Associate's degree

Bachelor's degree

Tools

Zoom

MS Teams

Job description

Executive Assistant - Omaha (FT Days, Mon-Fri)

Job ID: 0007KF

Full Time - Day

Job Description

JOB DESCRIPTION

Job Title: Executive Assistant
Job Code: 880092

Immediate Supervisor: Assigned Executive

Status: Non-exempt

JOB OVERVIEW

• Responsible for providing high-level administrative, operational, and strategic support to executive leadership.
• Requires ability to adapt to varying work styles, priorities and preferences of executive leadership.
• This role manages complex schedules, coordinates communications, handles confidential information, and serves as a liaison between executives, internal teams, board members, and external stakeholders.
• Regularly exercises discretion and independent judgment when making decisions and problem solving.
• Responsible for high quality service delivery and customer relations for Madonna as a whole, including upholding the mission and values for the organization.

ESSENTIAL FUNCTIONS

1. Executive Support

• Manage complex executive calendars, scheduling, and meeting coordination, which includes prioritizing appointments and resolving scheduling conflicts.
• Compose, edit, and maintain complex reports, letters, memos, spreadsheets, and presentations.
• Prepare and distribute meeting agendas, reports, and related materials. May be assigned to maintain the digital Board website platform.
• Attend meetings as requested or assigned and record/distribute meeting minutes and action items.
• Complete other tasks and responsibilities as assigned by manager or other executive leaders.

2. Communication & Relationship Management

• Serve as a primary point of contact for internal and external stakeholders with responsibility for answering calls, greeting visitors, and handling mail.
• Draft, edit, and proofread correspondence, reports, and executive communications.
• Maintain professional relationships with Board members, senior leaders, external stakeholders, vendors, and staff.
• Facilitate communication between departments and leadership teams.
• Handle sensitive and confidential information with discretion.

3. Administrative & Operational Coordination

• Design, organize, and maintain secure, accessible digital and physical record systems for executive records, files, and confidential documentation.
• Coordinate logistics for leadership meetings, conferences, and organization events.
• Coordinate and arrange hospital tours and specialized meetings for outside guests.
• Support project tracking and follow-up for executive initiatives.
• Assist with budget tracking, invoice processing, and expense reconciliation.
• Order office supplies and track inventory levels to ensure efficient business operations.
• Handle frequent interruptions and shift work priorities fluidly without impacting performance.

4. Strategic & Organizational Support

• Support strategic initiatives, organizational priorities, and special projects led by executive leadership through proactive administrative management.
• Conduct research, compile data, and analyze information independently for executive decision-making.
• Monitor deadlines and ensure timely completion of key deliverables.
• Coordinate completion of new Board member orientation sessions and annual attestation forms.

QUALIFICATIONS

Education & Experience

• Associate's degree required; Bachelor's degree preferred in Business Administration, Communications, or related field.
• Minimum five (5) years of administrative assistant work experience required or equivalent experience as determined by Madonna.
• Prior experience with office management and supporting C-level executives preferred.

Knowledge & Skills

• Advanced skills in Microsoft Suite and Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and ability to design and edit graphic presentation materials.
• Adept keyboarding skills and experience with calendar management and virtual meeting platforms (i.e. Zoom, MS Teams). Proficient use of audio and video technology for on-site and off-site meetings.
• Must be self-motivated and work independently with minimal supervision.
• Strong attention to detail and accuracy and excellent verbal and written communication skills, collaboration, organization, time management, critical thinking and problem-solving skills.
• Strong interpersonal skills to work in demanding situations without adverse reaction and interact in a positive manner with staff and public.
• Ability to manage multiple priorities under tight deadlines.
• High level of discretion, integrity, and professionalism and must maintain strict confidentiality.

Other Requirements

• Valid Nebraska driver's license and proof of good driving record required.
• Background checks required; applicants must provide necessary authorizations.

PHYSICAL DEMANDS AND ENVIRONMENTAL CONDITIONS

• Primarily indoor work; may lift and carry up to 20 pounds occasionally.
• Frequent stooping, kneeling, reaching, handling, and manipulation of papers and files.
• Mobility required to travel to internal and external meetings or events as needed.
• Continuous verbal communication and hearing required in person and by telephone.
• Requires sufficient visual acuity (near and far), including depth perception.

Requirements

No additional requirements from any stated in the above description.