Executive Assistant

$48,298 - $94,494/Yr

UnitedHealth Group - Boston, MA

Full-time - Entry Level

Boston, MA

Insurance Carriers and Related Activities

About the position

The Executive Assistant (EA) will provide high-level administrative support to the Chief Clinical Officer of Optum Health, ensuring efficient operations and seamless communication within the executive's office. This role requires a proactive and resourceful individual with strong organizational skills, the ability to handle sensitive information with discretion, and a capacity to manage multiple priorities in a fast-paced environment. The EA will be responsible for managing complex calendars, scheduling meetings, and making travel arrangements while prioritizing conflicting needs to ensure efficient time management. Additionally, the EA will act as a liaison between the executive and internal/external contacts, screen and prioritize communications, and handle sensitive information with confidentiality. The role also involves organizing and coordinating meetings, preparing agendas and materials, and assisting with presentations and research as needed. The EA will coordinate detailed travel itineraries and manage the executive's expenses, ensuring timely submission of expense reports and adherence to policies. This position offers the flexibility to work remotely from anywhere within the U.S., providing an opportunity to tackle challenging tasks while contributing to the overall success of the organization.

Responsibilities

• Manage complex calendars and scheduling, including meetings series, urgent requests, and travel arrangements.
• 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.
• Regularly review the calendar with the executive and make recommendations and adjustments to improve time management and productivity.
• 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 have appropriate access to facilities and systems.
• Host, coordinate, and facilitate meetings/external events as needed.
• 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.

Requirements

• Experience working as an administrative or executive assistant.
• Extensive experience with calendar management.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience working with all levels of leadership, both internal and external.
• Ability to work independently, anticipate needs, and manage competing priorities.
• Solid interpersonal and communication skills with the ability to interact and build relationships with a diverse group of people.

Nice-to-haves

• Experience working within the health care Industry and with health care insurance.
• Experience booking travel.
• Solid attention to detail and ability to troubleshoot.
• Exceptional organizational skills.
• Ability to work with discretion and confidentiality.
• A growth mindset with interest in learning and working in a fast-paced environment.

Benefits

• Comprehensive benefits package
• Incentive and recognition programs
• Equity stock purchase
• 401k contribution