Executive Assistant - Brentwood, TN

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. Join us to start Caring. Connecting. Growing together. 

We are searching for a highly qualified Executive Assistant who will be responsible for providing ultra-responsive support to executive leaders. As a member of the administrative team, you will be responsible for maintaining calendars, setting up meetings, making travel arrangements, tracking expenses,  coordinating building and equipment requests, and partnering with the team in the Office of the Chief Executive Officer to help drive the overall department rhythm of business. 

This position is full-time (40 hours). Employees are required to work our normal business hours of 8:00am – 5:00pm. It may be necessary, given the business need, to work occasional overtime or weekends. Our office is located at 210 Westwood Place, Brentwood, TN.

We offer 2+ weeks of paid training (Will be shadowing the current Executive Assistant in their duties). The hours during training will be 8:00am to 5:00pm, Monday - Friday.  Training will be conducted

Primary Responsibilities:

• Provide administrative support in a manner consistent with the highest level of performance and professionalism
• Maintain and update calendars in a fast-paced environment with many competing priorities including fielding all incoming scheduling requests, prioritizing the most urgent and sensitive matters and meetings, communicating with all parties, and ensuring that meetings are set up for success
• Organize meetings & Town Halls, including: scheduling, coordinating with remote participants, agenda & material preparation, record minutes from meetings, provide post meeting materials and distribute to attendees, and coordinate meeting follow-ups and action tracking
• Meet frequently with leaders for proactive meeting support including preparations before critical meetings
• Coordinate functional physical meeting or event space as appropriate, including ensuring effective audio/visual capabilities and appropriate supplies, liaising with technical and facility teams. 
• Coordinate travel arrangements and provide organized resources (flights, hotels, itineraries, agendas, reservations for meals, meeting materials, etc.) for upcoming leader travel and meetings
• Submit and approve travel requests and expense reports on behalf of leaders and their teams.
• Use various software including Word, Excel, PowerPoint, Visio to prepare presentations, reports, agendas and other communications
• Maintain and distribute lists as needed (e.g., organization charts, email distribution list, contact, etc.)
• Work effectively as an integral member of a team of administrative professionals, building collaborative relationships with peers
• Partner with the Chief of Staff in the development and maintenance of the overall Administrative Solutions rhythm of business and achievement of critical deliverables
• Business Segment (BSL) duties – assist with on/off boarding, requests for hardware, software applications and supplies within department standards and company procedures to meet business priorities, including equipment retrieval.
• Coordination for client entertainment events and team onsite events
• Professionally represent the leadership team to internal and external clients 
• Contribute every day to a positive team culture, demonstrating United Healthcare’s Values of Integrity, Compassion, Inclusion, Relationships, Innovation and Performance.

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:

• Must be 18 years of age OR older
• 5+ years of experience supporting multiple executive-level staff members
• 5+ years of experience managing multiple priorities with ever changing business needs while effectively prioritizing to meet deadlines and maintain a high quality of work
• 3+ years of experience working in a fast-paced, matrix organization
  
• 3+ years of experience creating and submitting expense reports, and making travel arrangements
• 3+ years of experience with complex meeting coordination and independent materials preparation
• 3+ years of experience onboarding new employees, terminations and/or asset recovery
• Intermediate proficiency in all office suite products; Word and PowerPoint related to job function: Microsoft Outlook & Microsoft Teams for complex calendar management, scheduling meetings, as well as Microsoft Visio and Microsoft Excel 
• Ability to work (40 hours) our normal business hours of 8:00am – 5:00pm. It may be necessary, given the business need, to work occasional overtime or weekends.
• Ability to work 10% of the time

Preferred Qualifications:

• Experience or knowledge of the health care industry
• BSL experience

Soft Skills:

• Proven written communication skills including the development and delivery of executive and large audience communications
• Takes accountability and ownership of tasks, performance standards and quality results
• Excellent organizational skills and ability to provide admin support to complex projects
• Excellent interpersonal skills with the ability to manage complex schedules and provide admin support to multiple executive leaders
• Excellent verbal and written communication skills, including being a good listener
• Ability to maintain integrity of sensitive/confidential information and operate with superb tact and judgment
• Resourceful; able to drive and prioritize work with independent decision-making and minimal oversight and work closely and collaboratively with teammates
• Provide accurate and timely information for the progress and completion of tasks
• Proven experience delivering a high level of internal and external customer service

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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