Executive Assistant

Love + medicine is who we are, it's what we do, it's why people want to work here. If you’re looking for a job to love, apply today.

Scheduled Weekly Hours:

Job Description:

The Executive Assistant is responsible for performing advanced and confidential administrative support services for one or more key executives in the organization. Work performed may include a broad range of complex responsibilities involving confidential or technical information, calendar management, responding to routine correspondence, executive or organizational meeting support, and a liaison for both internal and external customers. Serves as a resource for those reporting within the executive's organizational structure. Applies executive assistant skills and knowledge in demonstration of the following:

Major Responsibilities:

1. Conserves executive's time by anticipating and proactively responding to their needs by frequently reviewing calendars; reading, researching and routing correspondence; drafting letters, documents and presentations; collecting and analyzing information. Reviews operating practices and implements process improvements where necessary. Contacts other departments/areas to follow-up on information or reports required by the executive. Works closely with executive's direct reports and divisional/departmental support staff.

2. Performs advanced calendar management for executives by planning and scheduling meetings, conferences, teleconferences, and travel arrangements. Prioritizes and coordinates schedules with other executives, management, and staff, vendors/consultants, community members or leaders, local businesses, and media. Functions include scheduling of offsite meeting travel time; resolution of scheduling conflicts; securing meeting rooms and/or venues; organizing and coordinating travel details such as lodging and transportation.

3. Demonstrates dependability, organizational and planning skills, and effective time management by setting priorities. Independently researches, compiles, records and formats appropriate data; evaluates, compares, and interprets ambiguous and changing data; and effectively communicates data. Maintains confidentiality and protects organizational and operational information. Work responsibilities are often confidential, sensitive, or critical to achieving divisional or organizational outcomes.

4. Support divisional, corporate or organizational project meetings. Functions may include generating and distributing meeting agendas; capturing, transcribing and distributing meeting minutes; capturing and follow-up of meeting action items; and corresponding with internal and external meeting participants.

5. Uses advanced functions of a variety of computer systems and applications to support the work of executives, management and staff. Functions may include maintaining data or databases; designing/creating spreadsheets; obtaining/running reports; writing, designing, or transcribing correspondence, documents, or communication; mailings; designing presentations; inserting graphics, tables, or spreadsheets into presentations and other documents; website publishing.

6. Acts as a liaison and provides exceptional customer services to internal and external customers. Welcomes visitors, patients, and staff, either in person or on the telephone, by answering or directing inquiries. This typically involves advanced problem solving; knowledge of organizational resources and policies/procedures; independent thinking, considerable judgment and discretion.

7. Support all of Gundersen Healthcare's administrative professionals by providing newsletters, mentorship, orientation and enhancement of internal website.

8. Coordinates projects, educational offerings, event planning as determined by executive management.

9. Supports Gundersen Health System's Mission, Vision and Values and lives by the Employee Compact.

10. Performs other duties as assigned.

Education and Learning:

REQUIRED High School Diploma or equivalency + completion of a certification program requiring two years to complete

DESIRED Bachelor's degree in a related field

Work Experience:

REQUIRED 3-4 years relevant experience supporting leaders or executives

Age Specific Population Served:

Nonage Specific (N/A)

OSHA Category:

Category III - No employees in this job title have a reasonably anticipated risk of occupational exposure to blood and/or other potentially infectious materials.

Environmental Conditions:

Not substantially exposed to adverse environmental conditions (as in typical office or administrative work).

Physical Requirements/Demands Of The Position:

Sitting Continually (67-100% or 8 hours)

Static Standing Rarely (1-5% or .5 hours)

Walking/Standing Occasionally (6-33% or 3 hours)

Reaching - Below Shoulder Frequently (34-66% or 5.5 hours)

Repetitive Actions - Fine Manipulation Frequently (34-66% or 5.5 hours)

Lifting - Other Rarely (1-5% or .5 hours) Number of lbs 0-25

Carrying - Short Carry Rarely (1-5% or .5 hours) Number of lbs 0-25

If you need assistance with any portion of the application or have questions about the position, please contact the recruiter listed below:

Primary Recruiter:

Recruiter Email Address:

Equal Opportunity Employer