Senior Administrative Assistant, Communications

2 weeks ago

Minnetonka, United States UnitedHealth Group Full time

At UnitedHealthcare, we’re simplifying the health care experience, creating healthier communities and removing barriers to quality care. The work you do here impacts the lives of millions of people for the better. Come build the health care system of tomorrow, making it more responsive, affordable and equitable. Ready to make a difference? Join us to start Caring. Connecting. Growing together. Reporting to the VP of Communications, the Senior Administrative Assistant role includes document development, presentation development, 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. This role is critical in assisting the UnitedHealthcare communications team. This role is based in the Minnetonka, MN office; hybrid work environment in office 3 days with the flexibility to work remotely 2 days a week. Primary Responsibilities: Create/maintain calendars/coordinate meetings avoiding scheduling conflicts Create/prepare meeting materials (e.g., PowerPoint deck; agendas) and ensure distribution to appropriate individuals in a timely manner Schedule, coordinate, and/or set up resources and technology (e.g., conference rooms; food; Telepresence) needed for meetings/events (e.g., training) Make travel arrangements (e.g., airline; hotel; ground transportation; office space assignment) for communications’ leaders and/or external partners/guests Host, coordinate, and/or facilitate meetings/external events as needed (e.g., manage PowerPoint deck; ensure time schedules are adhered to; assist with technology; take notes) Compile and/or integrate information needed to complete reports and documents Prepare and/or format office documentation (e.g., proposals; letters; spreadsheets; reports) needed for various audiences (e.g., clients; executives; internal business partners) Post relevant documentation (e.g., meeting notes; proposal letters; PowerPoint decks; policies and procedures; general correspondence) onto relevant systems (e.g., SharePoint, etc.) and communication boards Maintain and distribute lists/documents as needed (e.g., organizational charts; email; distribution lists; vendor; contacts; phone) Record/label/file records and documents according to enterprise records management procedures Monitor/oversee internal office communications (e.g., email; calendar; phones) for internal team members and take appropriate action, as needed Ensure employees/contractors receive access and guidance with office operations Perform Business Segment Liaison (BSL) activities, as needed (e.g., hardware/software acquisition/disposal, new employee onboarding, transfers, terminations) Enter and submit purchase orders into relevant systems (e.g., ARIBA) to purchase office supplies from pre-approved vendors, process invoices in Concur and/or community giving invoices Accept deliveries and ensure supplies are distributed to the appropriate resources Manage/monitor/procure office supplies and services (e.g., process/reconcile invoices, travel and other expenses, payments, and/or reimbursements) Collaborate with facilities management (e.g., attend meetings; communicate impact) regarding potential changes/improvements to the office environment Demonstrate understanding of applicable business departments' operations, drivers, and/or procedures Maintain and/or communicate sensitive and/or confidential information in accordance with internal policies and procedures Consult/communicate with internal and/or external customers to identify and/or provide needed resources (e.g., tools; services) or resolve issues Research and/or provide needed information to respond to requests in a timely manner Establish relationships and collaborate with key internal and/or external resource personnel to facilitate office operations Provide coverage (e.g., phone; email; reception) for internal team members as needed You’ll be rewarded and recognized for your performance in an environment that will challenge you and give you clear direction on what it takes to succeed in your role as well as provide development for other roles you may be interested in. Required Qualifications: 3+ years of experience supporting senior leaders in an administrative capacity in a fast-paced environment 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 Experience using Microsoft Office Word to create and edit professional documents from scratch Experience using Microsoft Office PowerPoint to create and edit professional presentations Experience using Microsoft Office Outlook for complex calendar management and scheduling meetings Experience using Microsoft Office Excel to filter, sort, manipulate, and organize data Experience successfully managing multiple priorities Reside within commuting distance to Minnetonka, MN Preferred Qualifications: Proficiency with Visio, SharePoint At UnitedHealth Group, our mission is to help people live healthier lives and make the health system work better for everyone. We believe everyone–of every race, gender, sexuality, age, location and income–deserves the opportunity to live their healthiest life. Today, however, there are still far too many barriers to good health which are disproportionately experienced by people of color, historically marginalized groups and those with lower incomes. We are committed to mitigating our impact on the environment and enabling and delivering equitable care that addresses health disparities and improves health outcomes — an enterprise priority reflected in our mission. Diversity creates a healthier atmosphere: UnitedHealth Group is an Equal Employment Opportunity/Affirmative Action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law. UnitedHealth Group is a drug - free workplace. Candidates are required to pass a drug test before beginning employment.

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