Executive Assistant - Public Affairs & Legal

Medica•Minnetonka, MN

16h•Hybrid

About The Position

The Executive Assistant provides advanced administrative support to a Vice President and the broader department, serving as a lead resource to other administrative staff. 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 combination of education and experience.
4+ years of related administrative experience.
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 operate standard office equipment including keyboard, phone, and other tools required for daily responsibilities
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

Nice To Haves

Ability to maintain a regular work schedule
Ability to support a Vice President–level leader
Experience functioning as a lead administrative resource
Experience supporting senior or executive‑level leaders
Familiarity with coordinating cross‑departmental processes or workflows

Responsibilities

Coordinate executive and team calendars, schedule meetings, manage logistics, and support department activities
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 (with on‑site support in Madison when applicable) 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