Executive Assistant - Operations

Medica • Minnetonka, MN

1d • Hybrid

About The Position

The Executive Assistant provides advanced administrative support to Vice Presidents and the broader departments. This role coordinates complex schedules, prepares meeting materials and reports, arranges travel, and acts as a key point of contact for internal and external partners. The position operates with minimal supervision and plays a direct role in supporting team objectives through strong organizational judgment and administrative expertise. Perform other duties as assigned.

Requirements

• High school diploma or equivalent required.
• 4+ years of related administrative experience required.
• Proficiency in Microsoft Office Suite (PowerPoint, Word, Excel).
• Calendar management and professional event coordination experience.
• Ability to operate standard office equipment including keyboard, phone, and other tools required for daily responsibilities.
• Ability to handle confidential and sensitive information with discretion and sound judgment.
• Eligibility to work in the US: Medica does not offer work visa sponsorship for this role. All candidates must be legally authorized to work in the United States at the time of application. Employment is contingent on verification of identity and eligibility to work in the United States.

Nice To Haves

• Ability to support Vice President–level leaders as well as coordinating with their direct reports.
• Experience functioning as a lead administrative resource.
• Experience supporting multiple senior or executive-level leaders simultaneously.
• Familiarity with coordinating cross‑departmental processes or workflows.
• Demonstrate the ability to anticipate leader and departmental needs and proactively address scheduling or logistical issues.
• Advanced knowledge of administrative operations and practices.
• Strong organizational skills with the ability to manage competing priorities.
• Effective verbal and written communication skills.
• Ability to contribute to team effectiveness and support unit objectives.
• Capacity to exercise judgment and make decisions in a complex administrative environment.
• Ability to collaborate in a professional office environment and move freely within the workspace.
• Experience working in coordination with Accounts Payable.

Responsibilities

• Manage complex calendars for two Vice Presidents, including resolving conflicts, evaluating meeting priorities, coordinating with stakeholders, and protecting time for key departmental commitments.
• Serve as a primary point of contact for internal and external partners, handling communication, issue resolution, mail distribution, PowerPoint support and IT tickets for the team
• Support onboarding of new staff, including first‑day coordination and assisting with required licensing
• Prepare reports, presentations, and materials to support leadership and departmental needs
• Arrange travel accommodations and itineraries; manage light events and occasional lunches as needed
• Provide guidance and support to other administrative staff while exercising sound judgment in managing complex administrative functions
• Ensure overall operational readiness through supply ordering, inventory management, and day‑to‑day office coordination

Benefits

• competitive medical, dental, vision, PTO, Holidays, paid volunteer time off, 401K contributions, caregiver services

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED