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Executive Support Specialist

2 months ago

Worcester, Massachusetts, United States Optum Full time
About the Role

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 diversity and inclusion, talented peers, comprehensive benefits, and career development opportunities. Come make an impact on the communities we serve as you help us advance health equity on a global scale.

We are searching for a highly qualified Senior Administrative Assistant for Same Day Services. This position will support the Director, Department Chair, Site Chiefs, and the Leadership team. This position is responsible for proactive calendar management, planning/coordinating meetings, attending meetings and taking minutes, printing/copying documents, as well as supply ordering and supporting the needs within the department.

This is a complex, fast-paced working environment that requires an individual who is flexible, can manage multiple priorities and asks, has keen attention to details, is self-motivated and has exceptional organization skills.

This position is full-time. Monday - Friday. Employees are required to have flexibility to work any of our 8-hour shift schedules during our normal business hours of 8am - 4:30pm. It may be necessary, given the business need, to work occasional overtime.

We offer 4-6 weeks of paid training. The hours during training will be 8am to 4:30pm EST, Monday - Friday. Training will be conducted on-site.

Key Responsibilities
  • Provide administrative support in a manner consistent with the highest level of performance and professionalism.
  • Support the Director, Chair/Chiefs, and Managers with proactive calendar management, distribution lists, communication cadence and event management.
  • Schedule meetings as requested and facilitate meeting logistics (department meetings, conference room requests, catering, etc.).
  • Provide organized resources (itineraries, agendas, meeting materials) for upcoming meetings.
  • Use various software including Word, Excel, PowerPoint, to prepare presentations, reports, agendas and other communications.
  • Proactively maintain and distribute lists as needed (e.g., organization charts, staffing lists, monthly reports, and contacts).
  • Develop processes to maximize efficiency of administrative duties.
  • Support ad hoc project management activities as requested by team leaders.
  • Post relevant documentation (i.e., meeting notes, PowerPoint decks, policies and procedures, general correspondence) onto relevant systems (i.e., Teams) and communication boards.
  • Use relevant software applications (i.e., Microsoft Project, Word, Excel, PowerPoint, Outlook, Teams).
  • Monitor/oversee functional and employee office communications (i.e., email, calendar, phones) for internal team members and take appropriate action, as needed.
  • Coordinate multiple projects that may span multiple weeks with multiple stakeholders.
  • Work from the ReadyMED Worcester office.
Requirements
  • High school diploma / GED or equivalent work experience.
  • Must be 18 years of age or older.
  • Experience coordinating large meetings, including virtual meetings and teleconferences.
  • Intermediate or better level of proficiency with MS Office applications.
  • Expert level of proficiency with Microsoft Outlook (Calendar Management).
  • Microsoft PowerPoint.
  • Microsoft Excel.
  • Experience preparing correspondence to multiple levels of people using excellent verbal/written communication and grammatical skills.
  • Experience managing multiple tasks/projects and deadlines simultaneously with attention to detail.
  • Experience working in a large, matrixed corporate environment.
  • Ability to work full-time. Monday - Friday. Employees are required to have flexibility to work any of our 8-hour shift schedules during our normal business hours of 8am - 4:30pm. It may be necessary, given the business need, to work occasional overtime.
Preferred Qualifications
  • Experience working in a fast-paced matrix organization.
  • 3+ years of administrative experience OR experience supporting multiple executives within a fast-paced environment.
Soft Skills
  • Highly skilled at managing multiple priorities and requests.
  • Keen attention to detail.
  • Self-motivated.
  • Planful with exceptional organization skills.
  • Effective interpersonal and communication skills.
  • Resourceful.
  • Presents a professional demeanor and is comfortable working with people at all levels.
  • Excellent organizational skills.