Executive Assistant, Life Sciences - Indianapolis Health

Milliman•Indianapolis, IN

3d•Hybrid

About The Position

Milliman’s Indianapolis Health practice is seeking an experienced Executive Assistant to provide high-impact administrative and operational support to our Life Science team leadership. This role is responsible for proactive calendar and inbox management, travel and expense coordination, meeting and event logistics, and day-to-day coordination that helps teams stay organized, responsive, and focused on client delivery. The ideal candidate is highly organized, service-oriented, discreet, and comfortable working across multiple leaders, priorities, and systems.

Requirements

Demonstrated experience supporting senior leaders, with strong judgment, discretion, and the ability to manage competing priorities
Advanced proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) and comfort learning internal systems (e.g., time/expense, invoicing, reporting)
Familiarity and comfort interacting with AI systems
Strong calendar management skills, including scheduling across time zones, coordinating with clients, and resolving conflicts proactively
Experience coordinating travel and expenses, including complex itineraries and last-minute changes
Strong written and verbal communication skills; ability to draft clear messages, follow up effectively, and represent leaders professionally
Organized and detail-oriented, with strong follow-through and the ability to manage multiple workstreams simultaneously
Experience supporting meetings and events, including logistics (invites, rooms, catering) and coordination of materials
Ability to work effectively with a wide range of stakeholders (leaders, project teams, clients, vendors) and to handle sensitive information with appropriate confidentiality
Commitment to data privacy and confidentiality; sound judgment when handling sensitive business and personnel information
Comfort adopting new tools and improving processes to increase efficiency and service quality

Nice To Haves

Additional training or coursework in business administration or related field
Prior experience supporting executives or partners in a professional services, consulting, or healthcare environment
Experience coordinating practice-level events (e.g., trainings, all-staff meetings) and working with vendors/catering/venues
Experience with expense systems, invoice tracking, and basic reporting; comfort working with budgets and timelines
Demonstrated ability to work independently, anticipate needs, and communicate proactively in a hybrid/remote environment
Basic knowledge of Gen AI tools, how to utilize AI to enhance productivity, and potential ethical considerations or concerns

Responsibilities

Partner with leaders and teammates to anticipate needs, handle sensitive information with discretion, and improve administrative workflows and communication
Provide hands-on calendar management for practice leadership, including scheduling internal and client meetings and proactively resolving calendaring conflicts
Coordinate travel planning (individual and group), including itineraries, meeting logistics, and adjustments as plans change
Prepare, submit, and track expenses; support invoice tracking and related administrative processes as needed
Support onboarding and communications for new hires, including coordinating schedules, sharing key information, and helping connect new team members to resources
Coordinate client and internal system onboarding and information collection (e.g., codes/budgets/hours, invoice tracking, monthly reporting) and help communicate project wins and updates
Plan and coordinate team-level meeting and event logistics (e.g., quarterly all-staff, trainings, annual reviews), including invites, rooms, catering, materials consolidation, and post-event distribution/feedback
Provide administrative support for annual review scheduling, role review processes, and recurring leadership/team meetings (agendas/materials coordination as requested)
Manage and triage leader communications, helping ensure priority requests are captured, routed, and addressed in a timely manner

Benefits

Medical, Dental and Vision - Coverage for employees, dependents, and domestic partners
Employee Assistance Program (EAP) - Confidential support for personal and work-related challenges
401(k) Plan - Includes a company matching program and profit-sharing contributions
Discretionary Bonus Program – Recognizing employee contributions
Flexible Spending Accounts (FSA) - Pre-tax savings for dependent care, transportation, and eligible medical expenses
Paid Time Off (PTO) – Begins accruing on the first day of work. Full-time employees accrue 15 days per year, and employees working less than full-time accrue PTO on a prorated basis.
Holidays - A minimum of 10 observed holidays per year
Family Building Benefits including Adoption and fertility assistance
Paid Parental Leave - Up to 12 weeks of paid leave for employees who meet eligibility criteria
Life Insurance & AD&D - 100% of premiums covered by Milliman
Short-Term and Long-Term Disability – Fully paid by Milliman