Executive Assistant

ABOUT VISTA CARE

We are passionate about "person-centered care" and empowering those we support to lead fulfilling and independent lives.

Our team thrives on empathy, adaptability, and an unwavering commitment to upholding the highest standards of care. In this realm, success is measured not just in milestones achieved, but in the lives enriched and empowered every single day. If that sounds like the type of environment for you, we would love to chat!

Job Summary:

The Executive Assistant must be creative and thrive in a fast-paced, high-growth organization with a strong mission focus, operating across multiple states, where innovation, results, and community impact are central to our work.

The position also requires the Executive Assistant to serve as one of the first points of contact for visitors, customers, and the public at Vista Care’s corporate office in Sheboygan, providing professional reception support.

The Executive Assistant will have the ability to to manage projects independently, from inception to completion, and meet deadlines while handling confidential matters with discretion.

Responsibilities (Including but not limited to):

• 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, making travel arrangements including preparing itineraries, preparing meeting agendas, compiling documents for meetings and taking minutes for various operations meetings, and completing expense reports for multiple Executive Team members.
• 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 appropriate leader 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.
• Facilitates completion of required surveys, assessments, and attestations in close collaboration with other departments.
• Manages corporate office tasks including but not limited to ordering and picking up birthday/anniversary treats, keeping mini fridge and snacks stocked, coordinating miscellaneous office events/initiatives, and coordinating and ordering food for group gatherings.
• Supports company fleet administration and management including but, not limited to: maintaining company vehicle files & documentation; distribution of fleet vehicle documents including gas cards, insurance cards, license plates, and registration notices; supporting routine & regular maintenance for leadership with assigned company vehicles; and ensuring fleet maintenance tasks are completed by operations staff (vehicle cleaning, etc).
• Prepares all documentation needed for state and federal licensing and/or certification requirements including, but not limited to: license renewals, license transfers, new license applications, certifications, SAM registrations, UEIs, etc..
• Provides administrative support for mergers and acquisitions activities.
• Conducts research on various topics, gathering relevant information and summarizing findings as requested by the Chief of Staff, executive leader, or owner(s).
• Assisting in the coordination and implementation of special projects or initiatives as assigned.
• Assist in annual company-wide events/initiatives including but not limited to Summer Picnics, DSP Week gifts, DSP of the Quarter, DSP of the Year, and Holiday Parties.
• Manage the distribution of mail and packages received at the office including recording checks received.
• Support Employee Councils and Culture Committee at the direction of the Chief People Officer and/or their designee including moving initiatives forward between meetings.
• Upholds Vista Care’s values of providing the BEST CARE (Balance, Excellence, Success, Tradition, Communication, Adaptation, Respect, and Encouragement).
• Other duties as assigned.

Requirements

• High school diploma or equivalent required, Bachelor’s degree preferred.
• 1-3 years of experience as an Executive Assistant preferred.
• Proficient in Microsoft Office (Word, Excel, and PowerPoint), Google Suite, and Adobe Acrobat.
• Experience with project management software preferred.

• 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.

• 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.

• Health, Dental, & Vision Insurance
• Generous PTO Policy
• 401k Plan
• Growth-minded company with opportunity for career development & advancement
• Leadership team that is dedicated to our company value of "Balance", which includes work/life balance
• Mission and values driven company culture

PAY:

$19.50 - $21.63/hour depending on experience.

If you are interested in this position, please apply today! If you have any questions about Vista Care or this opportunity, please reach out to the email below.

Allie Mott

Talent Specialist

alliemott@vistacare.org www.vistacare.org

Vista Care is an equal opportunity employer. We encourage candidates from all backgrounds to apply!

#IND100