Executive Administrative Assistant

Aston Carter • Wausau, WI • 7h ago

Job Description

The Executive Administrative Assistant provides high-level administrative support to a senior leader, such as a Vice President or Executive Director. This role ensures smooth day-to-day operations, manages complex schedules, supports departmental initiatives, and serves as a professional and confidential point of contact for internal and external stakeholders.

Responsibilities

Manage and maintain the executive's calendar, schedule meetings, coordinate travel, and organize special requests.

Prepare meeting agendas, compile support materials, take minutes, and assist with follow-up actions.

Draft, edit, and transcribe correspondence, reports, presentations, and departmental documents.

Maintain organized filing systems, department procedures, contracts, and purchase requests.

Sort and distribute incoming communications and manage routine office tasks.

Support project management tasks including research, data collection, building spreadsheets, and preparing presentations.

Prioritize and adjust workload based on shifting priorities to ensure efficient departmental operations.

Assist with special projects and cross-departmental initiatives as assigned.

Serve as a positive and professional point of contact for staff, leadership, board members, vendors, and visitors.

Collaborate with internal departments to support executive and organizational needs.

Handle sensitive information with a high level of discretion and confidentiality.

Apply diplomacy and corporate etiquette in all interactions.

Identify opportunities to improve service delivery, workflow efficiencies, and overall customer experience.

Participate in initiatives related to patient, staff, or environmental safety as applicable.

Serve as backup to other Executive Assistants when needed.

Provide guidance and informal mentorship to Administrative Assistants.

Essential Skills

3-5 years of administrative support experience, preferably supporting senior leaders.

Experience in healthcare or a similarly fast-paced environment is beneficial.

Computer proficiency, including Microsoft Office Suite.

Ability to @type 60 wpm with high accuracy.

Excellent written and verbal communication skills, including grammar and composition.

Strong organizational skills, attention to detail, and ability to manage multiple priorities.

Effective decision-making and problem-solving skills.

Ability to take accurate meeting minutes.

Professionalism, discretion, and the ability to maintain confidentiality.

Strong interpersonal skills and customer service orientation.

Additional Skills & Qualifications

Associate degree in Administrative Assistance, Business, or related field (or equivalent experience).

Preferred certifications such as Certified Administrative Professional (CAP) or Certified Professional Secretary (CPS) are a plus.

Work Environment

There are a total of two Executive Assistant positions available, one supporting Fiscal Services and the other Community Health. The role is full-time, Monday through Friday, from 8:00 AM to 5:00 PM with flexibility. The work environment is professional, dynamic, and requires a high level of confidentiality and discretion.

Job Type & Location

This is a Contract to Hire position based out of Wausau, WI.

Pay and Benefits

The pay range for this position is $24.50 - $30.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Wausau,WI.

Application Deadline

This position is anticipated to close on Feb 4, 2026.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

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