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Administrative Assistant

2 weeks ago

Madison, Wisconsin, United States WISCONSIN HOSPITAL ASSOCIATION Full time
:

Apply today to join a results-oriented team of professionals The Wisconsin Hospital Association (WHA) represents Wisconsin's hospitals and health systems by advocating for the ability of our members to lead in providing high quality, affordable, and accessible health care services, contributing to healthier communities.

We are looking for an Administrative Assistant to provide high-level administrative and event support to the Vice President of External Affairs and the Government Relations and Communications teams. This position plays a key role in organizing member and advocacy events, supporting political fundraising and compliance efforts, coordinating materials and logistics for meetings, and ensuring smooth day-to-day operations for the departments.

WHA offers a competitive salary with a full benefits package, including 100% employer paid premiums for the health insurance plan and an 8% employer match on 401(k) contributions.

Job Responsibilities

Wisconsin Hospitals State PAC & Conduit Administration

  • Support the administration of the Wisconsin Hospitals PAC and Conduit, including processing contributions and disbursements, maintaining records, and assisting with compliance reporting.
  • Prepare and distribute weekly fundraising and contribution reports.
  • Assist with PAC and Conduit mailings, thank-you letters, and promotional materials.
  • Support planning and logistics for PAC-sponsored fundraising events.

Event Coordination & Member Engagement

  • Assist with the planning and execution of major WHA events, including Advocacy Day, grassroots meetings, and member engagement activities.
  • Coordinate scheduling of legislative meetings for Advocacy Day participants and other member advocacy events.
  • Manage event logistics, including invitations, registrations, materials, catering, and on-site support.
  • Support production of advocacy-related materials and communications, including newsletters and updates.

Administrative & Departmental Support

  • Provide direct administrative assistance to Communications & Government Relations staff, including scheduling, expense tracking, and maintaining organized files, databases, and records.
  • Provide general administrative support to other departments, as needed.
  • Represent WHA in a professional manner in all interactions with members, public officials, and partner organizations.

Internal / External Contacts

This position interacts regularly with WHA's Government Relations and Communications teams and other WHA staff. External contacts include WHA members, contract lobbyists, elected officials and staff, and other health-related organizations.

Requirements:

Knowledge & Experience

  • At least three years of experience in an office or administrative support environment.
  • Proficiency in Office 365 applications (Outlook, Word, Excel, Teams, PowerPoint).
  • Experience handling confidential information with discretion.
  • Strong organizational skills with ability to manage multiple priorities and deadlines.
  • Excellent communication, proofreading, and interpersonal skills.
  • Demonstrated attention to detail and accuracy in financial or data-related tasks.
  • Basic accounting or bookkeeping experience required; familiarity with contribution tracking, reconciliation or check processing preferred.

Wages commensurate with experience and based on a 37.5 hour work week.

Working Conditions

  • Works in a professional office environment, in-person.
  • Ability to sit for extended periods
  • Ability lift up to 20–50 lbs occasionally.

Wisconsin Hospital Association is an equal opportunity and employer and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, mental or physical disability unrelated to ability to do the job, or any other characteristic protected by law.