Senior Administrative Assistant in Minnetonka, MN or Irvine, CA

UnitedHealth Group•Irvine, CA

6d•$28 - $42•Hybrid

About The Position

This position provides administrative support to a dynamic team of attorneys and legal professionals supporting the litigation organization. The Senior Administrative Assistant role includes document development, presentation development, preparing legal documents, maintaining calendars and setting up meetings, making travel arrangements, copying, greeting visitors, setting up files, tracking expenses, and coordinating business segment liaison duties and others as assigned. The candidate should be detail oriented and have strong organization and project management skills. This role is based in the Minnetonka, MN or Irvine, CA office working in a hybrid environment in office 4 days a week with the flexibility to work remotely 1 day per week.

Requirements

2+ years of administrative support experience, at least 1 of which has included support of executives
Experience managing multiple priorities
Experience as a Business Segment Liaison (BSL) coordinating office moves including hardware and software requisitions, travel arrangements, new hire onboarding and other office management responsibilities
Intermediate proficiency with MS Office applications including Outlook, Word, PowerPoint, Excel and Teams
Proven ability to manage multiple tasks/projects and deadlines simultaneously with attention to detail
Proven excellent verbal and written communication and grammatical skills
Reside within reasonable commuting distance to the Minnetonka, MN or Irvine, CA office

Nice To Haves

Experience supporting multiple executives within a fast-paced, large, matrixed corporate environment
Experience and/or proficiency with Microsoft Office Visio, SharePoint and iManage
Experience with serving external and internal clients/customers, with a positive Customer Service attitude
Administrative experience in a legal environment
Proven ability to work within a team – sharing work and assignments as needed to ensure priority projects are handled within the appropriate timeframe
Proven solid organizational and problem-solving skills

Responsibilities

Create/maintain calendars and coordinate meetings avoiding scheduling conflicts, working with leaders across the enterprise
Compile and/or integrate information needed to prepare reports and presentations
Create/prepare meeting materials (e.g., PowerPoint presentations, spreadsheets, meeting agendas) and ensure distribution to meeting attendees in a timely manner
Schedule, coordinate, and/or set-up resources and technology needed for meetings and events (e.g., conference rooms, virtual meeting resources, telepresence)
Make travel arrangements (e.g., airline, hotel, ground transportation, office space, etc.)
Track and submit expense reports
Provide technical troubleshooting and IT outreach support
Handle confidential information with sensitivity and discretion
Interact with individuals at all levels of the organization; represent the team with professionalism and integrity
Independently perform varied administrative duties related to functional area
Review documents to ensure accuracy and quality, and revise as needed
Assist team with coordination of printed documentation and mailings, including Fed Ex
Manage office documents in accordance with enterprise records management procedures
Support team workflow
Greet visiting clients, guests and employees
Collaborate with administrative support team members to provide back-up support as needed
Complete invoice document management and payment
Perform Business Segment Liaison (BSL) activities, as needed (e.g., hardware/software acquisition/disposal, new employee onboarding)
Enter and submit purchase orders into relevant systems (e.g., ARIBA) to purchase office supplies from pre-approved vendors
Accept deliveries and ensure supplies are distributed to the appropriate resources