UW HEALTH JOB DESCRIPTION
Executive Assistant to the CEO
Job Code: 300096
FLSA Status: Non-Exempt
Mgt. Approval: J. Robaidek
Date: October 2020
Department: Administration
HR Approval: J. Theisen
Date: October 2020
JOB SUMMARY
Under the direction of the Chief Executive Officer (CEO) of UW Health, this position is responsible for the coordination of
activities and information flowing to and from the CEO’s office. Specifically, the Executive Assistant to the CEO will be
responsible for managing multiple tasks and projects with competing priorities and deadlines, screening and prioritizing
communication from external and internal sources, organizing and maintaining the administrative operations for the CEO, and
serving as the liaison representing the CEO to individuals of the public and UW Health.
MAJOR RESPONSIBILITIES
• Uses judgment in assessing the urgency and relevance of problems and matters brought to the CEO. Provides
recommendations on topics important to UW Health.
• Establish and maintain effective working relationships and act as a liaison with UW Health’s executive leadership
team, Board of Directors, committee members, faculty, officials, affiliated organizations, patients and their families,
members of the local health care community and the general public.
• Compiles, edits and prepares documents, correspondence, and presentations. Independently creates and edits draft
material, processes final documents, and arranges for distribution.
• Proactively bring together appropriate people or resources to support the CEO in addressing the needs of UW
Health.
• Manage the CEO’s schedule to include coordinating arrangements for the CEO and guests, manage preparation
materials for meetings, equipment, travel and expenses as necessary. Manages daily schedules aligning with current
priorities and deadlines.
• Ensures smooth operation of the CEO office through the efficient coordination of procedures and workflows.
• Develop and maintain a system that alerts CEO of upcoming deadlines, incoming requests and events.
• Remain knowledgeable about strategic goals and issues of importance to the CEO’s office in order to make informed
decisions in all aspects of the job
• Staff the UWHCA Board of Directors; UWMF Board of Directors and UWMF Executive Committee meetings; CEO
Senior Leadership meetings; and other governance or management meetings as needed.
• Facilitate communication for the CEO with Boards, senior leadership at UW Health and SMPH.
ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT
WITH THE UW HEALTH PERFORMANCE STANDARDS.
JOB REQUIREMENTS
Education
Minimum
Bachelor’s Degree in Business Administration or related field . 5 years of relevant
administrative support work experience may be considered in lieu of degree in addition to
experience below.
Preferred
Work Experience
Minimum
5 years of experience providing executive level support
Preferred
Experience supporting executives within the health care industry
Licenses &
Certifications
Minimum
Preferred
• Ability to maintain confidentiality of any and all information encountered.
• Proficient in advanced word processing and data management software
programs. Experience with Microsoft Office Suite Professional.
• Professional demeanor and ability to defuse sensitive situations in a calm
manner
• Ability to be self-directed in accomplishing the coordination and decision
making responsibilities of this position with the ability to resolve issues
independently.
• Ability to communicate effectively and professionally, both verbally and in
writing, to both internal and external customers.
• Ability to establish and maintain effective working relationships with all
constituents.
UW HEALTH JOB DESCRIPTION
• Ability to work in a fast-paced environment and ability to handle many tasks
simultaneously.
• Ability to effectively address issues and opportunities creatively and
strategically.
• Ability to represent the CEO in a professional and responsible manner internally
and in public
• Demonstrated calendar management skills, including the coordination of
complex executive meetings
• Excellent organizational, prioritization, time and project management abilities,
and a strong work ethic.
• Effective analytical ability in order to analyze, evaluate and solve problems.
• Knowledge of the principles, policies and procedures of executive office
management.
JOB FUNCTIONS
Review the employee’s job description and identify each essential function that is performed differently based on the age group of the
patient.
PHYSICAL REQUIREMENTS
Indicate the appropriate physical requirements of this job in the course of a shift. Note: reasonable accommodations may
be made available for individuals with disabilities to perform the essential functions of this position.
Physical Demand Level
Occasional
Up to 33% of the time
Frequent
34%-66% of the time
Constant
67%-100% of the time
X
Sedentary: Ability to lift up to 10 pounds maximum and
occasionally lifting and/or carrying such articles as dockets,
ledgers and small tools. Although a sedentary job is defined as
one, which involves sitting, a certain amount of walking and
standing is often necessary in carrying out job duties. Jobs are
sedentary if walking and standing are required only occasionally
and other sedentary criteria are met.
Up to 10#
Negligible
Negligible
Light: Ability to lift up to 10 pounds maximum and
occasionally lifting and/or carrying such articles as dockets,
ledgers and small tools. Although a sedentary job is defined as
one, which involves sitting, a certain amount of walking and
standing is often necessary in carrying out job duties. Jobs are
sedentary if walking and standing are required only occasionally
and other sedentary criteria are met.
Up to 20#
Up to 10# or
requires significant
walking or standing, or
requires pushing/pulling
of arm/leg controls
Negligible or constant
push/pull of items of
negligible weight
Medium: Ability to lift up to 50 pounds maximum with
frequent lifting/and or carrying objects weighing up to 25
pounds.
20-50#
10-25#
Negligible-10#
Heavy: Ability to lift up to 100 pounds maximum with frequent
lifting and/or carrying objects weighing up to 50 pounds.
50-100#
25-50#
10-20#
Very Heavy: Ability to lift over 100 pounds with frequent
lifting and/or carrying objects weighing over 50 pounds.
Over 100#
Over 50#
Over 20#
List any other physical requirements or bona fide
occupational qualifications:
Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified;
it is not intended to serve as an inclusive list of all responsibilities associated with this position.