Executive Assistant & Foundation/Trust Administrator
Quad/Graphics · West Allis
QuadMed 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.
GENERAL PURPOSE OF JOB
The Executive Assistant & Foundation/Trust Administrator provides high-level administrative, operational, and coordination support across three primary areas: the Chief Executive Officer of QuadMed 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.
KEY RESPONSIBILITIES
QuadMed Executive Administrative Assistant
- 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 QuadMed LLC, as well as other designated QuadMed 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.
Foundation and Trust Administration
- 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 administrative activities at the direction of Trust leadership.
- Maintain Foundation and Trust records, meeting documentation, and confidential information in accordance with established governance practices.
- Serve as a liaison between Foundation, Trust, executive leadership, board members, vendors, and other stakeholders while maintaining professionalism and confidentiality.
General Administrative and Operational Responsibilities
- Manage confidential and sensitive information with the highest level of discretion, confidentiality and professionalism.
- Build and maintain effective relationships with leaders, Board and Foundation stakeholders, vendors, and other internal and external partners.
- Develop and maintain organized files, records, processes, and documentation across all three areas of responsibility.
- Identify opportunities to improve administrative processes and leverage technology, including AI-enabled tools, to enhance efficiency and effectiveness.
- Perform other duties and support special projects as assigned.
JOB REQUIREMENTS
Appropriate education and/or experience may be substituted on an equivalent basis
Education:
- Associate's degree required; Bachelor's degree in Business Administration, Communications, or a related field preferred.
Experience:
- Minimum five (5) years of progressively responsible administrative or executive support experience, including direct support of senior leaders or executives.
- Experience managing complex executive calendars, travel arrangements, meeting coordination, and confidential communications.
- Experience coordinating cross-functional projects and working with multiple stakeholders in a fast-paced environment.
- Experience in healthcare, healthcare services, or another highly regulated industry preferred.
- Experience utilizing Microsoft Office Suite and collaboration platforms to support executive operations.
- Experience using AI-enabled productivity tools (e.g., Microsoft Copilot or similar technologies) to improve efficiency and workflow management preferred.
Knowledge, Skills & Abilities:
- Confidentiality, discretion, professionalism and ability to exercise sound judgment are essential in all aspects of the role.
- Exceptional organizational, planning, and time management skills with the ability to effectively manage multiple competing priorities.
- Excellent verbal, written, and interpersonal communication skills.
- Strong attention to detail with the ability to produce accurate, high-quality work under tight deadlines.
- Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and OneNote.
- Strong project coordination and follow-up skills with the ability to anticipate executive needs and proactively resolve issues.
- Ability to build collaborative relationships with executives, leadership teams, and internal and external stakeholders.
- Strong analytical, critical thinking, and problem-solving abilities.
- Ability to work independently with minimal supervision while contributing effectively within a collaborative team environment.
- Customer service mindset with a commitment to providing exceptional executive support.
- Adaptability and flexibility in a dynamic, fast-paced environment with changing priorities.
- Demonstrated commitment to developing proficiency in AI tools to improve operational efficiency and administrative effectiveness.
- Proven ability to work effectively with diverse populations and a demonstrated commitment to fostering an inclusive workplace.