Schedule: Full-Time | Monday–Friday, approximately 8:00 AM–5:00 PM
Location: Wausau
Location: Wausau
Position Overview
We are seeking a highly organized, detail-oriented Executive Assistant to provide administrative and coordination support within a professional healthcare organization. This position plays an important role in keeping meetings, communications, events, and day-to-day priorities organized and moving forward.
The ideal candidate is someone who is proactive, dependable, and comfortable working in a fast-paced environment where priorities can change. You’ll work closely with executive leadership and other administrative professionals, so strong communication, professionalism, and the ability to work well as part of a team are essential.
Key Responsibilities
- Coordinate and schedule meetings involving large groups of 14+ participants, managing multiple calendars and ensuring schedules align.
- Prepare meeting invitations and ensure all necessary information is included and accurate.
- Organize and attach supporting materials, including PowerPoint presentations, Microsoft Word documents, Excel spreadsheets, and other meeting documentation.
- Assist with mail merges and other administrative processes.
- Support the planning and coordination of conferences, workshops, meetings, and organizational events.
- Coordinate event logistics and help ensure meetings and events are organized and prepared in advance.
- Review documents and communications for accuracy, grammar, formatting, and completeness.
- Facilitate professional communication between internal and external contacts, helping ensure information is communicated clearly and appropriately.
- Work collaboratively with other Executive Assistants and administrative team members to provide consistent support and coverage.
- Manage multiple priorities and deadlines while maintaining a high level of organization and attention to detail.
- Ask questions and seek clarification when information is unclear or something does not appear correct.
- Provide proactive administrative support and take ownership of assigned responsibilities.
What We’re Looking For
The ideal candidate will be:
- Highly organized with excellent attention to detail.
- Positive, professional, and approachable.
- A strong communicator who is comfortable interacting with both internal and external contacts.
- Comfortable coordinating schedules and information for large groups.
- Proficient with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Someone who takes pride in producing accurate, polished work.
- A strong team player who works well alongside experienced Executive Assistants and other professionals.
- Comfortable asking questions and speaking up when something doesn't make sense.
- A self-starter with a strong work ethic who takes initiative rather than waiting to be told what needs to be done.
- Able to manage competing priorities while maintaining professionalism and follow-through.