Senior Executive Assistant

Bell Ambulance Inc; Milwaukee (WI); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Healthcare Coverage

FSA/HSA

Life & Disability

401(k) Match

Job summary

Bell Ambulance is seeking a Senior Executive Assistant to partner with the President & CEO and support the Executive Leadership Team. The role requires strategic thinking, discretion, and strong calendar governance across local operations and national associations.

You will manage complex calendars, triage emails, prepare briefing materials, and coordinate travel for domestic and AAA-related engagements. The position is based in Milwaukee, Wisconsin, with travel as needed.

Qualifications

• 5–8+ years supporting C-suite executives in large organizations.
• Bachelor’s degree in a relevant field preferred.
• Strong written and verbal communication with executive presence.

Responsibilities

• Manage, reconcile and optimize complex executive calendars in Google Workspace.
• Triages executive email inboxes and drafts high-level correspondence.
• Prepare briefing materials, meeting packs, and agendas ahead of meetings.
• Coordinate, attend and record leadership meetings; draft minutes and action items.
• Coordinate full-lifecycle travel for CEO and AAA engagements.
• Protect confidentiality and manage executive information with discretion.

Skills

Executive calendar management

Email triage

Meeting minutes

Discretion & confidentiality

Written communication

Education

Bachelor's Degree in Business Administration or Communications

High school diploma or GED

Tools

Google Workspace

Job description

Bell Ambulance is a progressive, client-oriented company devoted to providing high-quality emergency and non-emergency medical services. Bell Ambulance has operated since 1977 and has grown into the largest ambulance service provider in Wisconsin. We are a certified and contracted provider in the City of Milwaukee 911 system. We receive more than 120,000 calls per year. We have 14 locations in southeastern Milwaukee. We provide BLS, ALS, and Critical Care services, and we currently employ more than 700 people.

Position Overview

Bell Ambulance is seeking an accomplished, highly strategic Senior Executive Assistant to serve as the primary administrative business partner to our President & CEO, while providing overarching executive support to the broader Executive Leadership Team. This critical role requires a seasoned administrative professional with a proven background supporting C-suite teams within large-scale organizations. Operating at the intersection of local healthcare operations and national industry leadership, the Senior Executive Assistant will directly support the President & CEO across all Bell Ambulance operations as well as his external presidency with the American Ambulance Association (AAA). In addition to acting as the primary gatekeeper and accountability driver for the CEO, this role optimizes workflow, calendar governance, and administrative efficiency across the entire executive suite. Success in this position relies on executive-level judgment, absolute precision, proactive foresight, and the utmost discretion.

Schedule: Monday - Friday with flexibility required to accommodate executive schedules, which may occasionally include travel, evenings, or weekend hours for leadership meetings, industry conferences, and company events

Reports To: President & CEO

Location: Milwaukee Wisconsin

Essential Functions & Impact

• Expertly manage, reconcile, and optimize complex, fast-changing executive calendars across Google Workspace; strategically prioritize commitments to maximize leadership efficiency and resolve scheduling conflicts independently.
• Maintain direct access to executive email inboxes to actively triage incoming messages, respond to routine inquiries, draft high-level executive correspondence, and track urgent follow-ups to ensure zero communication lag.
• Proactively assemble and deliver comprehensive briefing materials, meeting packs, agendas, reports, and contextual documentation well in advance of internal and external meetings.
• Act as the primary administrative point of contact for internal department leaders, external partners, vendors, board members, and legal counsel, maintaining a highly professional standard of representation.
• Coordinate, attend, and record key executive leadership meetings; draft precise meeting minutes and establish tracking systems to ensure post-meeting action items are executed on schedule
• Monitor executive deliverables, manage ad-hoc operational projects, and interface across departments to ensure company-wide initiatives stay aligned with executive priorities.
• Process executive expense reports, manage corporate purchasing documentation, and organize secure digital record-keeping systems within Google Drive.
• Maintain absolute discretion and ironclad confidentiality regarding highly sensitive corporate, personnel, financial, and strategic information
• Actively manage the CEO’s master action-item list, tracking deliverables across both Bell Ambulance and AAA commitments. Protect executive time blocks, drive deadline adherence, and hold the CEO on track with strategic goals.
• Serve as the CEO’s primary administrative point of contact for AAA staff, board members, and external stakeholders. Triage incoming association requests, track required sign-offs, and ensure all briefing materials, agendas, and presentation decks are prepared well in advance of AAA board meetings, committee calls, and industry events.
• Coordinate full-lifecycle travel itineraries for the CEO’s domestic travel (AAA conventions, board meetings, D.C. legislative visits) and any executive team travel. Reconcile travel schedules, manage ground/air logistics, and build detailed trip itineraries.
• Manage and reconcile complex, fast-changing executive calendars across Google Workspace, seamlessly balancing local Bell Ambulance operational needs with national AAA engagements.

Core Competencies & Requirements

• High school diploma or GED equivalent
• Valid drivers license
• 5-8+ years of administrative experience supporting C-suite executives, preferably within a large enterprise or corporate structure
• Demonstrated performance history of exceptional accuracy, meticulous detail management, and organizational leadership
• Advanced expertise in Google Workspace (Gmail, Google Calendar, Docs, Sheets, Drive) and administrative tools, with a proven capability to manage high-volume inbox triage and complex scheduling with speed and precision.
• Superior written and verbal communication skills, including the ability to compose polished, articulate emails and documents that accurately reflect executive voice and intent.
• Strong decision-making ability and sound judgment, with the capacity to operate autonomously in a fast-paced environment without requiring constant direction
• Proven ability to manage up, protect executive bandwidth, and keep high-level leaders organized across multiple competing priorities.
• Experience acting as an executive's personal liaison to external boards, trade associations, or national organizations.

Preferred Qualifications & Industry Experience

• Experience working in a fast-paced 24/7/365 environment
• Bachelor's Degree in Business Administration, Communications, or a related field
• Previous administrative experience in healthcare, emergency medical services, or a similarly highly regulated sector.

What We Offer

• Healthcare Coverage: Choose from two robust medical plan options, as well as comprehensive dental and vision coverage.
• Flexible Spending Accounts: Tax-advantaged Flexible Spending Accounts (FSA) and Health Savings Accounts (HSA) options.
• Company-Sponsored Life & Disability
• 401(k) Retirement Plan: Available starting Day 1 on your hire date—with an industry-leading 100% company match up to 6% of your contributions.

We have grown because we strive to exceed every client’s expectations.

We have grown because we treat our people with respect, appreciation, and fairness.

We have grown because we provide the best service, with the best equipment, and the best people!