Executive Assistant, QuadMed

Creating a better way. It’s more than just the philosophy we were founded on. It’s our purpose. For our employees, it means more time with patients. Unrushed visits to build meaningful relationships. And most importantly, an opportunity to empower our patients to achieve their full potential – at work and in life. Determined to make a difference? Join our health care revolution and be a part of something better.

Quad Med is seeking an Executive Assistant & Foundation/Trust Administrator to join our growing team. The ideal candidate will be able to regularly come onsite at our West Allis, Wisconsin location
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The Executive Assistant & Foundation/Trust Administrator provides high-level administrative, operational, and coordination support across three primary areas: the Chief Executive Officer of Quad Med LLC, the Windhover Foundation, and the Quad Voting Trust.

Serving as a trusted partner, this role manages executive priorities and provides high-level administrative, communication, meeting, event, governance, and foundation support with professionalism, diplomacy, confidentiality, and sound judgment. Through strong organization, collaboration, accountability, and effective use of technology, including AI tools, the role improves administrative processes and operational efficiency while ensuring timely execution across each area of responsibility and performing other duties as assigned.

• Provide high-level administrative support to the individual who provides leadership and oversight for the Windhover Foundation, Quad Voting Trust, and serves as CEO of Quad Med LLC, as well as other designated Quad Med executive leaders, including managing complex calendars, scheduling meetings, coordinating travel arrangements, and prioritizing competing requests.
• Coordinate executive meetings by preparing agendas, compiling presentation materials, capturing meeting notes, and tracking follow-up actions to completion.
• Prepare, submit, and reconcile executive expense reports in accordance with company policies.
• Serve as a primary point of contact between executives and internal and external stakeholders, exercising professionalism, diplomacy, and sound judgment.
• Support executive communications by preparing correspondence, presentations, reports, and other business documents.
• Coordinate leadership meetings, Board meetings (as applicable), executive retreats, and strategic planning sessions, including logistics, materials, and follow-up activities.
• Monitor executive priorities and proactively identify scheduling conflicts, emerging issues, and opportunities to improve efficiency.
• Partner with leaders across the organization to coordinate projects, gather information, and ensure timely completion of executive requests and organizational initiatives.
• Coordinate responsibilities, administrative processes, and appropriate coverage between the Executive Assistant and the Senior Business Office Coordinator to ensure seamless executive, meeting, event, and corporate office support and timely follow-through.
• Assist with special projects and strategic initiatives as assigned by executive leadership.
• Develop, maintain, and organize executive files, records, and documentation to support operational efficiency and knowledge management.
• Identify opportunities to improve administrative processes and leverage technology, including AI tools, to enhance executive support and operational effectiveness.
• Foster a collaborative, service-oriented, inclusive, and accountable working environment.
• Perform other duties as assigned.

• Provide administrative oversight and coordination support for the Windhover Foundation and Quad Voting Trust.
• Serve as the primary administrator for the Windhover Foundation scholarship portal managed through a third-party vendor, including responding to inquiries, monitoring activity, coordinating communications, and escalating matters requiring review or decision-making.
• Manage and triage incoming Foundation correspondence, ensuring timely responses and appropriate follow-up.
• Coordinate and schedule Windhover Foundation meetings, including preparation of agendas, meeting materials, logistics, minutes, and follow-up actions.
• Support Foundation governance activities, recordkeeping, documentation management, and coordination with internal and external stakeholders.
• Schedule and coordinate Quad Voting Trust meetings and related…