Job Description

Contracts Executive Assistant

Location: Cottage Grove, WI
Schedule: Full-Time | Potential for hybrid after training

Join an Employee-Owned Healthcare Company Making a Difference

Shared Medical Services is seeking a highly organized and detail-oriented Contracts Executive Assistant to support our Legal and Corporate Compliance operations. This role is ideal for a professional who thrives in a fast-paced environment, enjoys managing complex projects, and wants to contribute to a mission-driven organization focused on improving patient outcomes nationwide.

As an employee-owned company, every team member plays an important role in our continued success. We offer a collaborative culture, growth opportunities, and exceptional benefits designed to support both your professional and personal well-being.

What You'll Do

In this role, you will support the organization’s legal, compliance, and contract administration functions across the full contract lifecycle.

Responsibilities Include:

• Draft, review, and manage a variety of agreements including:
  • Service Agreements
  • Leases
  • Non-Disclosure Agreements (NDAs)
  • Business Associate Agreements (BAAs)
  • Proposals and addenda
• Maintain and update contract lifecycle management systems
• Track contractual deadlines, obligations, renewals, and compliance milestones
• Support corporate compliance activities and vendor management processes
• Coordinate cross-departmental communication regarding new and ongoing business
• Serve as a liaison between Legal, Corporate departments, and remote Sales teams
• Assist Business Development with contract proposals and supporting documentation
• Support Requests for Proposal (RFPs), bids, and reporting requirements
• Maintain organized digital and physical contract records and files
• Perform additional administrative and compliance-related duties as assigned

What We're Looking For

Qualifications:

• Bachelor’s degree in Business Administration, Legal Studies, Paralegal Studies, or related field — or equivalent experience
• Experience supporting contracts, legal operations, compliance, or executive administration preferred

Skills & Abilities:

• Strong proficiency with Microsoft Office applications including Word, Excel, Outlook, Access, and NetSuite
• Familiarity with AI-assisted technologies and effective prompting practices
• Exceptional organizational and project management abilities
• Strong written and verbal communication skills
• Ability to manage multiple priorities with accuracy and professionalism
• High level of discretion, attention to detail, and confidentiality
• Team-oriented mindset with the ability to work effectively across departments and leadership levels

Why Join Shared Medical Services?

We Offer a Competitive Benefits Package Including:

• Medical, Dental, and Vision Insurance
• Company-Paid Life Insurance
• Company-Paid Short-Term & Long-Term Disability
• Flexible Spending Accounts (Medical & Dependent Care)
• 401(k) and Roth IRA with 4% Company Match
• Employee Stock Ownership Plan (ESOP) — Become an Owner in the Company
• Paid Time Off and Holidays
• Opportunities for Professional Growth and Development

About Shared Medical Services

Shared Medical Services is a leading provider of mobile imaging services dedicated to delivering high-quality patient care and innovative healthcare solutions. We believe our employees are our greatest asset, and as an employee-owned organization, we are committed to fostering a collaborative, supportive, and rewarding workplace.

Apply today and become part of a company where your contributions truly matter.