Senior Administrative Assistant, Enterprise Digital Product Office in Minnetonka, MN

UnitedHealth Group•Minnetonka, MN

7d•Hybrid

About The Position

Optum is a global organization that delivers care, aided by technology to help millions of people live healthier lives. The work you do with our team will directly improve health outcomes by connecting people with the care, pharmacy benefits, data and resources they need to feel their best. Here, you will find a culture guided by inclusion, talented peers, comprehensive benefits and career development opportunities. Come make an impact on the communities we serve as you help us advance health optimization on a global scale. Join us to start Caring. Connecting. Growing together. Reporting to the SVP of Enterprise Digital Product and leadership team, the Senior Administrative Assistant role includes document development, presentation development, maintaining calendars and setting up meetings, making travel arrangements, greeting visitors, setting up files, tracking expenses, and coordinating business segment liaison duties and others as assigned. This role is based in the Minnetonka, MN office; hybrid work environment in office 4 days with the flexibility to work remotely 1 day a week.

Requirements

3+ years of experience as an administrative professional supporting C-Suite level executives including managing: multiple tasks/calendars for leadership, travel arrangements and creating and submitting expense reports, meetings and events, office documentation and supplies, confidential and sensitive information per policies
3+ years of experience with Microsoft suite of applications (Outlook, Word, Excel, PowerPoint, Teams)
3+ years of experience providing support including internal and external communications in an executive environment including interactions with individuals at all levels, including at the C-Suite level, within the company as well as with industry partners, customers, and vendors
3+ years of experience collaborating with cross functional externally facing organizations such as Communications, Marketing, Government/Public Affairs
Willing and able to work outside of typical working hours when necessary
Reside within commuting distance from Minnetonka, MN

Nice To Haves

2+ years of project management experience
Experience leveraging AI tools to create efficiencies for the team

Responsibilities

Manage complex calendars and scheduling, including meetings series, urgent requests, and travel arrangements. Prioritize conflicting needs and ensure efficient time management.
Gather information on meeting requests to determine their priority, goals, and agenda.
Partner with the executive to create an “ideal calendar week” that supports a balanced schedule with sufficient focused work time, space for urgent meetings, and prioritization of high-priority meetings. Work with the executive to reallocate time and meeting commitments towards the ideal calendar.
Regularly review the calendar with the executive and make recommendations and adjustments to improve time management and productivity, including what could be removed to make room for new priorities.
Act as a liaison between the executive and internal/external contacts.
Screen and prioritize calls, meetings, and other communications responding on behalf of the executive where appropriate.
Handle sensitive information with the utmost discretion and maintain a high level of confidentiality in all matters.
Organize and coordinate meetings, including preparation of agendas, materials, and follow-up action items.
Assist with presentations, meeting materials, and research as needed.
Help plan and coordinate events, meetings, and offsite activities, ensuring all logistics are handled smoothly.
Ensure meeting participants (e.g., external customers; executives) have appropriate access to facilities and systems.
Host, coordinate, and facilitate meetings/external events as needed (e.g., introduce speakers, manage PowerPoint deck, ensure time schedules are adhered to, assist with technology, take notes).
Coordinate detailed travel itineraries, including booking flights, hotels, transportation, and preparing expense reports post-travel.
Track and manage the executive’s expenses, ensuring timely submission of expense reports and monitoring adherence to policies.
Assist with creating and editing power presentations, e-mail communications and reports.
Determine priority of matters of attention for the executives, redirect matters to staff to manage, or handle matters personally, as appropriate.
Handle printing and copying.
Request follow ups and take follow up actions to support project deliverables.
Monitor email and the review/approval system to identify urgent requests.
Coordinate office moves including hardware and software requisitions, new hire onboarding and other office management responsibilities.