Senior Executive Assistant

Medica•Omaha, NE

9h•$50,800 - $76,125•Hybrid

About The Position

The Senior Executive Assistant provides advanced administrative and operational support to one or more senior leaders, such as an EVP, SVP, or multiple VPs with larger teams. The role compiles and synthesizes information from Vice Presidents and their direct reports to support tracking and reporting on key projects and strategic initiatives. Working with a high degree of autonomy, the Senior Executive Assistant manages complex calendars, travel, meetings, communications, and administrative priorities while ensuring seamless support for leaders and their teams. The position requires sound judgment, discretion, and professionalism when handling confidential information and competing priorities. The role may also coordinate administrative support for senior directors and leadership teams, including scheduling, event planning, travel coordination, expense management, and other operational needs. It contributes to team effectiveness by streamlining administrative processes, coordinating group activities, and meeting administrative needs across supported functions. The Senior Executive Assistant partners with and provides backup support to other administrative staff as needed and performs other duties as assigned. This is an office role requiring onsite work at Medica’s Omaha, Nebraska office an average of three days per week. The full salary grade is $50,800–$87,000, with a typical hiring range of $50,800–$76,125. Salary placement depends on factors including education, experience, certifications or licensure, scope and responsibility, pay equity, and market data. Medica offers a total rewards package that includes medical, dental, and vision benefits, PTO, holidays, paid volunteer time off, 401(k) contributions, caregiver services, and other benefits. Medica does not offer work visa sponsorship; candidates must be legally authorized to work in the United States at the time of application.

Requirements

High school diploma or equivalent.
At least 8 years of administrative work experience.
Experience coordinating and managing complex calendars, prioritizing competing demands, and aligning schedules.
Experience coordinating meeting logistics, including agendas, materials, and technology requirements.
Proficiency preparing and refining presentations, reports, and briefing materials.
Experience arranging travel itineraries through Concur while balancing cost, efficiency, and executive preferences.
Experience tracking expenses and submissions through Concur.
Experience coordinating events, offsite meetings or gatherings, and team activities, managing logistics end to end.
Advanced experience with the MS Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
Proficiency working within DocuSign.
Ability to handle sensitive and confidential information with discretion.
Legally authorized to work in the United States at the time of application; work visa sponsorship is not offered.

Nice To Haves

Prior executive-level support experience.
Health insurance and/or health care experience.
Comfort supporting executives in various geographical locations.

Responsibilities

Establish priorities, delegate tasks, and monitor progress against deadlines and deliverables.
Provide guidance and coaching to develop administrative capabilities and improve performance.
Standardize administrative processes to enhance efficiency, accuracy, and service delivery.
Manage complex calendars, prioritize competing demands, and align schedules with strategic objectives.
Coordinate meeting logistics, including agendas, materials, and technology requirements.
Prepare and refine presentations, reports, and briefing materials to support decision-making.
Capture and distribute meeting outcomes and ensure follow-up actions are communicated and tracked.
Serve as a primary point of contact for internal and external stakeholders, managing inquiries and requests.
Draft and review communications on behalf of leaders, ensuring clarity, professionalism, and accuracy.
Build working relationships to facilitate collaboration and timely information flow.
Handle sensitive and confidential information with discretion and sound judgment.
Arrange travel itineraries, balancing cost, efficiency, and executive preferences.
Coordinate events, offsites, and team activities, managing logistical details end to end.
Oversee office supply management and vendor coordination.
Anticipate and resolve logistical challenges.
Identify opportunities to streamline administrative workflows and implement improvements.
Develop tools, templates, and tracking systems to improve team productivity and organization within Medica brand standards.
Support budget tracking, expense reporting, and basic financial processes as needed.
Support unit objectives by optimizing administrative practices and supporting team initiatives.
Provide administrative coordination for senior directors and leadership teams as needed, including scheduling, travel, events, and expense management.
Partner with and provide backup support to other administrative staff as needed.
Perform other duties as assigned.