Executive Assistant

Executive Assistant

Job Category:
Administration

Location:

Altoona, WI 54720, USA

$3500 SIGN-ON BONUS!!!

Final date to receive applications: 07/02/2026

Job Summary:

The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer and Executive Leadership Team. This role is responsible for coordinating executive communications, managing complex schedules and meetings, supporting contract administration and compliance activities, and leading key organizational events and initiatives. The Executive Assistant serves as a central point of coordination across departments, providers, and external partners, exercising strong judgment, discretion, confidentiality, and professionalism.

Hours:

Full-Time, 8-hour shifts, Monday-Friday

Essential Functions:

Executive Support

• Coordinate meetings on behalf of the Chief Executive Officer
• Plan and execute quarterly Governing Board meetings, including agenda development, document preparation, minutes, logistics, and communications
• Draft and distribute communications on behalf of the Chief Executive Officer in collaboration with the communications contact
• Support physician shareholder relations, including maintaining accurate records, coordinating communications, facilitating meetings, and liaising with legal counsel and leadership
• Assist with administrative compliance activities in partnership with the Facility Compliance Officer, including tracking non-monetary compensation and managing physician contract attestations
• Prepare agendas, coordinate logistics, and document minutes for Leadership and All Staff meetings, including virtual participation and recordings

Contract Management

• Serve as liaison between leadership and legal counsel regarding contract expirations, renewals, and related matters
• Partner with Quality to determine contract requirements for quality metrics and evaluations
• Communicate quality metric expectations for new contracts to leadership
• Coordinate and actively participate in monthly contract call meetings
• Maintain and distribute monthly service contract tracking spreadsheets
• Distribute and track completion of annual contract evaluations
• Process contract terminations, including certified mail notifications and documentation upload to the contract management system

Event Coordination

• Plan and support organizational events, including, but not limited to, Annual Medical Staff Meeting, Christmas, Company Picnic, Hospital Week, Halloween, Doctor's Day, and provider holiday events
• Coordinate event logistics such as venue booking, food and beverage, décor, entertainment, communication coordination, and gifts
• Manage retirement recognition events, including coordination of event, communication, and gift arrangements
• Plan and facilitate monthly employee birthday lunches, including coordinating communications, RSVPs, recognition items, and refreshments
• Coordinate bereavement memory stones in accordance with Human Resources policy

Administrative

• Maintain and distribute the monthly telephone directory
• Manage and update provider call schedules and Administrator on Call schedules within calendar and secure messaging platforms
• Coordinate organizational travel, including hotel, flight, and rental car arrangements
• Annually update hotel discounts and publish updates to the organization's website
• Support mailing activities, including certified mail, special mailings, and daily monitoring of offsite mailboxes with scanning and distribution to appropriate parties
• Serve as primary contact for specialty chief reimbursements and submit to Finance
• Monitor social media messages and inquiries daily in collaboration with the communications contact

Perform other duties as assigned

Knowledge, Skills & Abilities:

• Quality assurance and accreditation standards
• Discretion and strict confidentiality when managing sensitive records, conversations, and organizational data
• Effective English communication in verbal and written format
• Quality work including attention to detail and accuracy
• Intermediate computer proficiency
• Carry out organization's customer service standards
• Prioritize tasks effectively through managing workload based on urgency and importance
• Capacity…