Executive Administrative Assistant - HYBRID Madison, WI

Summary

Join Gainwell as an Executive Administrative Assistant supporting leadership within the Bureau of Clinical Policy and Pharmacy. In this role, you will provide high-level administrative and operational support to the Director, Deputy Director, and bureau team. You will manage complex calendars and travel, coordinate meetings and projects, prepare reports and presentations, maintain confidential records, and help keep priorities moving in a fast-paced healthcare environment. We are looking for a highly organized, resourceful, dependable professional who anticipates needs, solves problems, and can confidently manage multiple priorities with limited supervision.

Your role in our mission

• Provide high-level administrative support to the Director and Deputy Director, including complex calendar management, meeting coordination, travel arrangements, expense reporting, correspondence, and day-to-day prioritization.
• Coordinate bureau meetings, committees, projects, and workgroups by preparing agendas and presentations, scheduling participants, maintaining minutes and records, tracking action items, and supporting follow-up activities.
• Compile and organize data for reports and presentations while maintaining accurate bureau records, retention requirements, and sensitive or confidential information with appropriate discretion.
• Administer and maintain Microsoft Teams, SharePoint, WorkWeb, and related collaboration resources while supporting communication and information sharing across teams and partners.
• Coordinate administrative activities across the bureau, including recruitment scheduling, new-hire onboarding and training, project support, and collaboration with internal departments, leadership, and external partners.

What we're looking for

• 6+ years of progressively responsible administrative, executive support, or senior-level administrative experience, including experience supporting directors, executives, or other senior leaders; equivalent combinations of education and relevant experience may be considered.
• Demonstrated experience managing complex executive calendars, meetings, travel arrangements, expense reporting, competing priorities, and confidential information with accuracy and discretion.
• Strong proficiency with Microsoft Office, particularly Excel, including formulas and PivotTables, as well as Word, Outlook, PowerPoint, and Teams; SharePoint experience is strongly preferred.
• Exceptional organization, time management, communication, and problem-solving skills with the ability to independently prioritize multiple assignments, anticipate needs, and follow through on deadlines.
• A dependable, responsive, resourceful, and adaptable approach to work, with sound judgment, attention to detail, and the ability to accept feedback and successfully adjust to changing priorities.

What you should expect in this role

• Position requires the selected candidate to reside in Madison, Wisconsin, or the surrounding area.

• Ability to report to the Madison central office at least once per month, with additional onsite attendance as business needs require.

• High-visibility role supporting senior leadership and managing information that may be sensitive or confidential.
  Fast-paced environment requiring independence, reliability, responsiveness, strong judgment, and the ability to balance multiple priorities and deadlines.

• Access to Gainwell’s competitive benefits package for eligible employees including medical, dental, vision, and 401(k) options in accordance with applicable eligibility guidelines.