{"id":2676276,"url":"https://alion.io/job/quad-executive-assistant-quadmed","title":"Executive Assistant, QuadMed","company":{"id":4420550,"name":"Quad","domain":"bequad.com","url":"https://alion.io/company/bequad","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Oracle","truth_index":{"grade":"B","score":81,"open_postings":9,"ghost_share":0,"stale_share":0.778,"repost_share":0,"time_to_fill_p50_days":40,"computed_at":"2026-10-21T05:46:15Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["West Allis, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":47000,"max_usd":93000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":1667},"experience_years_min":5,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Copilot","optional":false},{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-10-16T02:03:26Z","employer_posted_date":"2026-10-16","last_verified_at":"2026-10-21T22:52:55Z","board_verified":true,"closed_at":null,"days_open":6,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":6},"description":"QuadMed is seeking an Executive Assistant to join our growing team. The ideal candidate will be able to regularly come onsite at our West Allis, Wisconsin location.\nGENERAL PURPOSE OF JOB\nThe Executive Assistant 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.\nServing 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.\nKEY RESPONSIBILITIES\nQuadMed Executive Administrative Assistant\nProvide 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. \nCoordinate executive meetings by preparing agendas, compiling presentation materials, capturing meeting notes, and tracking follow-up actions to completion. \nPrepare, submit, and reconcile executive expense reports in accordance with company policies. \nServe as a primary point of contact between executives and internal and external stakeholders, exercising professionalism, diplomacy, and sound judgment. \nSupport executive communications by preparing correspondence, presentations, reports, and other business documents. \nCoordinate leadership meetings, Board meetings (as applicable), executive retreats, and strategic planning sessions, including logistics, materials, and follow-up activities. \nMonitor executive priorities and proactively identify scheduling conflicts, emerging issues, and opportunities to improve efficiency. \nPartner with leaders across the organization to coordinate projects, gather information, and ensure timely completion of executive requests and organizational initiatives. \nCoordinate 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.\nAssist with special projects and strategic initiatives as assigned by executive leadership. \nDevelop, maintain, and organize executive files, records, and documentation to support operational efficiency and knowledge management. \nIdentify opportunities to improve administrative processes and leverage technology, including AI tools, to enhance executive support and operational effectiveness. \nFoster a collaborative, service-oriented, inclusive, and accountable working environment.\nPerform other duties as assigned.\nFoundation and Trust Administration\nProvide administrative oversight and coordination support for the Windhover Foundation and Quad Voting Trust.\nServe 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.\nManage and triage incoming Foundation correspondence, ensuring timely responses and appropriate follow-up.\nCoordinate and schedule Windhover Foundation meetings, including preparation of agendas, meeting materials, logistics, minutes, and follow-up actions.\nSupport Foundation governance activities, recordkeeping, documentation management, and coordination with internal and external stakeholders.\nSchedule and coordinate Quad Voting Trust meetings and related administrative activities at the direction of Trust leadership.\nMaintain Foundation and Trust records, meeting documentation, and confidential information in accordance with established governance practices.\nServe as a liaison between Foundation, Trust, executive leadership, board members, vendors, and other stakeholders while maintaining professionalism and confidentiality.\nGeneral Administrative and Operational Responsibilities\nManage confidential and sensitive information with the highest level of discretion, confidentiality and professionalism.\nBuild and maintain effective relationships with leaders, Board and Foundation stakeholders, vendors, and other internal and external partners.\nDevelop and maintain organized files, records, processes, and documentation across all three areas of responsibility.\nIdentify opportunities to improve administrative processes and leverage technology, including AI-enabled tools, to enhance efficiency and effectiveness.\nPerform other duties and support special projects as assigned.\nJOB REQUIREMENTS\nAppropriate education and/or experience may be substituted on an equivalent basis\nEducation:\nAssociate's degree required; Bachelor's degree in Business Administration, Communications, or a related field preferred.\nExperience:\nMinimum five (5) years of progressively responsible administrative or executive support experience, including direct support of senior leaders or executives. \nExperience managing complex executive calendars, travel arrangements, meeting coordination, and confidential communications. \nExperience coordinating cross-functional projects and working with multiple stakeholders in a fast-paced environment. \nExperience in healthcare, healthcare services, or another highly regulated industry preferred. \nExperience utilizing Microsoft Office Suite and collaboration platforms to support executive operations. \nExperience using AI-enabled productivity tools (e.g., Microsoft Copilot or similar technologies) to improve efficiency and workflow management preferred.\nKnowledge, Skills & Abilities:\nConfidentiality, discretion, professionalism and ability to exercise sound judgment are essential in all aspects of the role.\nExceptional organizational, planning, and time management skills with the ability to effectively manage multiple competing priorities. \nExcellent verbal, written, and interpersonal communication skills. \nStrong attention to detail with the ability to produce accurate, high-quality work under tight deadlines. \nAdvanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and OneNote. \nStrong project coordination and follow-up skills with the ability to anticipate executive needs and proactively resolve issues. \nAbility to build collaborative relationships with executives, leadership teams, and internal and external stakeholders. \nStrong analytical, critical thinking, and problem-solving abilities. \nAbility to work independently with minimal supervision while contributing effectively within a collaborative team environment. \nCustomer service mindset with a commitment to providing exceptional executive support. \nAdaptability and flexibility in a dynamic, fast-paced environment with changing priorities. \nDemonstrated commitment to developing proficiency in AI tools to improve operational efficiency and administrative effectiveness. \nProven ability to work effectively with diverse populations and a demonstrated commitment to fostering an inclusive workplace.","description_format":"text","description_chars":7541,"description_truncated":false,"requirements":{"experience_years_min":5,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"associate","optional":true},"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Advertising","Packaging & Labeling","Digital Marketing","Occupational Health"],"lifecycle":[{"event":"open","at":"2026-10-16T05:02:36Z"}],"visa":[],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":5,"expected_fill_days":40,"reasons":["conf:2","win:early","comp:brand"],"computed_at":"2026-10-21T05:46:15Z"},"pay":null,"html_url":"https://alion.io/job/quad-executive-assistant-quadmed","json_url":"https://alion.io/job/quad-executive-assistant-quadmed.json","meta":{"generated_at":"2026-10-22T02:17:57Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":1725,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-23T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":4420550},"rest":"https://alion.io/mcp/rest/get_company?id=4420550"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fquad-executive-assistant-quadmed"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fquad-executive-assistant-quadmed"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fquad-executive-assistant-quadmed"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/quad-executive-assistant-quadmed\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fquad-executive-assistant-quadmed"}]}