Executive Assistant - Omaha (FT Days, Mon-Fri) at Madonna Rehabilitation Hospital

Omaha-Madonna Main Campus

Madonna Rehab Hospital

Full Time - Day

Job Title: Executive Assistant

Job Code: 880092

Immediate Supervisor: Assigned Executive

Status: Non-exempt

JOB OVERVIEW

• Responsible for providing high-level administrative, operational, and strategic support to executive leadership.
• Requires ability to adapt to varying work styles, priorities and preferences of executive leadership.
• This role manages complex schedules, coordinates communications, handles confidential information, and serves as a liaison between executives, internal teams, board members, and external stakeholders.
• Regularly exercises discretion and independent judgment when making decisions and problem solving.
• Responsible for high quality service delivery and customer relations for Madonna as a whole, including upholding the mission and values for the organization. ESSENTIAL FUNCTIONS 1. Executive Support
• Manage complex executive calendars, scheduling, and meeting coordination, which includes prioritizing appointments and resolving scheduling conflicts.
• Compose, edit, and maintain complex reports, letters, memos, spreadsheets, and presentations.
• Prepare and distribute meeting agendas, reports, and related materials. May be assigned to maintain the digital Board website platform.
• Attend meetings as requested or assigned and record/distribute meeting minutes and action items.
• Complete other tasks and responsibilities as assigned by manager or other executive leaders. 2. Communication & Relationship Management
• Serve as a primary point of contact for internal and external stakeholders with responsibility for answering calls, greeting visitors, and handling mail.
• Draft, edit, and proofread correspondence, reports, and executive communications.
• Maintain professional relationships with Board members, senior leaders, external stakeholders, vendors, and staff.
• Facilitate communication between departments and leadership teams.
• Handle sensitive and confidential information with discretion. 3. Administrative & Operational Coordination
• Design, organize, and maintain secure, accessible digital and physical record systems for executive records, files, and confidential documentation.
• Coordinate logistics for leadership meetings, conferences, and organization events.
• Coordinate and arrange hospital tours and specialized meetings for outside guests.
• Support project tracking and follow-up for executive initiatives.
• Assist with budget tracking, invoice processing, and expense reconciliation.
• Order office supplies and track inventory levels to ensure efficient business operations.
• Handle frequent interruptions and shift work priorities fluidly without impacting performance. 4. Strategic & Organizational Support
• Support strategic initiatives, organizational priorities, and special projects led by executive leadership through proactive administrative management.
• Conduct research, compile data, and analyze information independently for executive decision-making.
• Monitor deadlines and ensure timely completion of key deliverables.
• Coordinate completion of new Board member orientation sessions and annual attestation forms. QUALIFICATIONS Education & Experience
• Associate’s degree required; Bachelor’s degree preferred in Business Administration, Communications, or related field.
• Minimum five (5) years of administrative assistant work experience required or equivalent experience as determined by Madonna.
• Prior experience with office management and supporting C-level executives preferred. Knowledge & Skills
• Advanced skills in Microsoft Suite and Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and ability to design and edit graphic presentation materials.
• Adept keyboarding skills and experience with calendar management and virtual meeting platforms (i.e. Zoom, MS Teams). Proficient use of audio and video technology for on-site and off-site meetings.
• Must be self-motivated and work independently with minimal supervision.
• Strong attention to detail and accuracy and excellent verbal and written communication skills, collaboration, organization, time management, critical thinking and problem-solving skills.
• Strong interpersonal skills to work in demanding situations without adverse reaction and interact in a positive manner with staff and public.
• Ability to manage multiple priorities under tight deadlines.
• High level of discretion, integrity, and professionalism and must maintain strict confidentiality. Other Requirements
• Valid Nebraska driver’s license and proof of good driving record required.
• Background checks required; applicants must provide necessary authorizations. PHYSICAL DEMANDS AND ENVIRONMENTAL CONDITIONS
• Primarily indoor work; may lift and carry up to 20 pounds occasionally.
• Frequent stooping, kneeling, reaching, handling, and manipulation of papers and files.
• Mobility required to travel to internal and external meetings or events as needed.
• Continuous verbal communication and hearing required in person and by telephone.
• Requires sufficient visual acuity (near and far), including depth perception.

Requirements

No additional requirements from any stated in the above description.