Job description
POSITION TITLE: Executive Assistant
STATUS: Full time, Non-Exempt
REPORTS TO: Vice President
JOB SUMMARY
This is a Full-Time position (40+ hours per week). The Executive Assistant will report to the Vice President.
Concurrently with supporting members of the Executive Team, the Executive Assistant will be responsible
for supporting and assisting support departments. The Executive Assistant must be creative and enjoy
working within a small, entrepreneurial environment that is mission-driven, results-driven and community
oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations,
with strong written and verbal communication, administrative, and organizational skills, and the ability to
maintain a realistic balance among multiple priorities. In addition to these responsibilities, the Executive
Assistant serves as one of the first points of contact with visitors, customers, and the general public by
providing reception support at Vista Care’s corporate office in Sheboygan.
The Executive Assistant will have the ability to work independently on projects, from conception to
completion, and must be able to work under deadline pressures at times to handle a wide variety of
activities and confidential matters with discretion.
LOCATION
This position is an in-office position located in Sheboygan, WI.
ESSENTIAL JOB FUNCTIONS
- Completes a broad variety of administrative tasks for members of the Executive Team, including
but not limited to: composing and preparing correspondence that is frequently confidential
including but not limited to itineraries, agendas, compiling documents for meetings and taking
minutes for various operations meetings.
- Provides leadership to build relationships crucial to the success of the organization and manages
a variety of special projects for members of the Executive team, some of which may have
organizational impact.
- Prioritizes multiple projects; handles matters expeditiously, proactively, and follows-through on
projects to successful completion, often with deadline pressures.
- Ensures continual attention to detail in composing, typing, and proofing materials, establishing
priorities and meeting deadlines.
- Participates in a wide variety of company meetings; responsible for taking meeting minutes and
working closely with the Vice President or designee to coordinate the agenda and assemble and
distribute meeting packets.
- Supports the engagement and retention of Vista Care’s diverse, multi-state workforce by
producing reports and coordinating interviews.
- Produces custom reports on a scheduled or as needed basis requested by members of the
Executive Team to meet organizational needs.
- Works with the Vice President with coordinating vehicle and other major capital purchases.
- Assists with insurance renewals by coordinating and working with support departments.
- Upholds Vista Care’s values of providing the BEST CARE (Balance, Excellence, Success, Tradition,
Communication, Adaptation, Respect, and Encouragement).
- Other duties as assigned.
MINIMUM QUALIFICATIONS
Education and Experience
- High school diploma or equivalent required, Bachelor’s degree preferred.
- 1-3 years of experience supporting CEO, COO or Support Department preferred.
- Proficient in Microsoft Office (Word, Excel, and PowerPoint), Google Suite, and Adobe Acrobat.
- Experience with project management software preferred.
Additional Requirements
- Required to pass the WI BID and other background checks, upon hire.
- Must have a valid driver’s license, proof of insurance, and insurable driving record that
meets Vista Care’s current driving requirements.
- Must have good interpersonal skills and consistently demonstrate effective decision-
making abilities.
- Personal liability insurance must always remain current and within policy limits as
determined by Vista Care.
- Must be able to lift 15 pounds at a time.
- Must be able to sit prolonged periods of time at a desk while working on a
computer/laptop.
Knowledge Skills and Abilities
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly
with excellent attention to detail.
- Strong interpersonal skills and the ability to build relationships with staff, senior managers,
external contractors, and vendors.
- Expert level written and verbal communication skills.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Highly resourceful team-player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion, be adaptable to various
competing demands, and demonstrate the highest level of customer/client service and response.
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