Senior Executive Assistant

Medica • Omaha, NE

8d • Hybrid

About The Position

The Senior Executive Assistant provides advanced administrative and operational support to one or more senior leaders, including 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. It operates with a high degree of autonomy and requires sound judgment, discretion, and professionalism when handling confidential information and competing priorities.

Responsibilities include managing complex calendars, travel, meetings, communications, and administrative priorities; coordinating support for senior directors and leadership teams; and streamlining processes and group activities to meet administrative needs across supported functions. The role also partners with and provides backup support to other administrative staff, 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. Medica does not offer work visa sponsorship for this role; applicants must be legally authorized to work in the United States at the time of application, and employment is contingent on verification of identity and work eligibility.

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 while managing logistics end-to-end.
• Advanced-level experience with Microsoft 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; employment is contingent on verification of identity and work eligibility.

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 improve efficiency, accuracy, and service delivery.
• Manage complex calendars, prioritizing competing demands and aligning 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 communicate and track follow-up actions.
• 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 that facilitate collaboration and timely information flow.
• Handle sensitive and confidential information with discretion and sound judgment.
• Arrange travel itineraries while 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 to support smooth execution of plans.
• 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.
• Contribute to unit objectives by optimizing administrative practices and supporting team initiatives.
• Provide administrative coordination for senior directors and leadership teams, including scheduling, event planning, travel coordination, expense management, and other operational support as needed.
• Partner with and provide backup support to other administrative staff as needed.
• Perform other duties as assigned.

Benefits

• Competitive medical, dental, and vision benefits.
• Paid time off (PTO).
• Paid holidays.
• Paid volunteer time off.
• 401(k) contributions.
• Caregiver services.
• Other benefits to support employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED