Executive Administrative Assistant
OakLeaf Surgical Hospital, Altoona, WI, United States
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
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
Carry out organization’s customer service standards
Prioritize tasks effectively through managing workload based on urgency and importance
Capacity to work independently and as part of a multidisciplinary team
Continuously learn and improve through staying up to date on job specific trends, policies and new technologies
Successfully demonstrate organization-wide performance review competencies
Qualifications
Demonstrates eligibility for employment in the U.S.
Associate’s degree in administrative assistant, executive office administration, business office technology or related field of study preferred
Two (2) years of executive assistant, office administration, paralegal or other related experience required
Must possess a cell phone that interfaces with the organization’s secure messaging system
Comprehensive health, dental, and vision insurance
Health Savings Account with an employer contribution
Free meals
PTO
401(k) retirement plan with 4% company match
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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
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
Carry out organization’s customer service standards
Prioritize tasks effectively through managing workload based on urgency and importance
Capacity to work independently and as part of a multidisciplinary team
Continuously learn and improve through staying up to date on job specific trends, policies and new technologies
Successfully demonstrate organization-wide performance review competencies
Qualifications
Demonstrates eligibility for employment in the U.S.
Associate’s degree in administrative assistant, executive office administration, business office technology or related field of study preferred
Two (2) years of executive assistant, office administration, paralegal or other related experience required
Must possess a cell phone that interfaces with the organization’s secure messaging system
Comprehensive health, dental, and vision insurance
Health Savings Account with an employer contribution
Free meals
PTO
401(k) retirement plan with 4% company match
#J-18808-Ljbffr