Executive Assistant

Medica is a nonprofit health plan with more than a million members that serves communities in Minnesota, Nebraska, Wisconsin, Missouri, and beyond. We deliver personalized health care experiences and partner closely with providers to ensure members are genuinely cared for.

We're a team that owns our work with accountability, makes data-driven decisions, embraces continuous learning, and celebrates collaboration — because success is a team sport. It's our mission to be there in the moments that matter most for our members and employees. Join us in creating a community of connected care, where coordinated, quality service is the norm and every member feels valued.

The Executive Assistant provides advanced administrative and operational support to multiple VPs. This role operates with a high degree of autonomy, managing complex calendars, travel, meetings, communications, and administrative priorities while ensuring seamless day-to-day support for leaders and their teams. The Executive Assistant exercises sound judgment, discretion, and professionalism in handling confidential information and navigating competing priorities. The Executive Assistant compiles and synthesizes information from Vice Presidents and direct reports to support tracking and reporting of key projects and strategic initiatives.

In addition to executive support responsibilities, this role may provide administrative coordination for senior directors and leadership teams, including scheduling, event planning, travel coordination, expense management, and other operational support as needed. The position contributes to team effectiveness by streamlining administrative processes, coordinating group activities, and ensuring administrative needs are met across the supported functions. The Executive Assistant – Senior also partners with and provides backup support to other administrative staff as needed. Performs other duties as assigned.

Key Accountabilities

• Lead Administrative Operations
• 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 enhance efficiency, accuracy, and service delivery

• Executive Calendar & Meeting Management
• Manage complex calendars by prioritizing competing demands and aligning schedules with strategic objectives. Act with urgency on scheduling critical meetings and collaborate closely with other EAs to manage calendars
• Coordinate logistics for meetings, including agendas, materials, and technology requirements
• Prepare and refine presentations, reports, and briefing materials to support decision-making
• Capture and distribute meeting outcomes, ensuring follow-up actions are clearly communicated and tracked

• Communication & Stakeholder Engagement
• 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 strong working relationships to facilitate collaboration and timely information flow
• Handle sensitive and confidential information with discretion and sound judgment

• Travel, Logistics, & Resource Coordination
• Arrange travel itineraries, balancing cost, efficiency, and executive preferences
• Coordinate events, offsites, and team activities, managing all logistical details end-to-end
• Oversee office supply management and vendor coordination to support operational needs
• Anticipate and resolve logistical challenges to ensure seamless execution of plans

• Process Improvement & Operational Support
• Identify opportunities to streamline administrative workflows and implement improvements
• Develop tools, templates, and tracking systems to enhance team productivity and organization within Medica brand standards
• Support budget tracking, expense reporting, and basic financial processes as needed
• Contribute to achieving unit objectives by optimizing administrative practices and supporting team initiatives including developing team meeting agendas working with other team members and contributing to weekly leadership meetings

• Other duties as assigned
• Perform project coordination work for projects assigned to support the team, including reporting support, PowerPoint compilation and editing, SharePoint management and streamlining, vendor coordination, and contribute to team policy and procedure development
• Contractor timecard and administrative management as well as employee timecard support

Required Qualifications

• High school diploma or equivalent
• 8+ years of work experience
• Experience coordinating and managing complex calendars by prioritizing competing demands and aligning schedules
• Experience coordinating logistics for meetings, including agendas, materials, and technology requirements
• Proficiency preparing and refining presentations, reports, and briefing materials
• Experience arranging travel itineraries while balancing cost, efficiency, and executive preferences via various systems
• Experience tracking expenses and submissions
• Coordination of events, offsite meetings or gatherings, and team activities while managing all logistical details from end-to-end
• Advanced level experience with MS Office Suite (Word, Excel, PowerPoint, Outlook, Teams, etc.)
• Ability to handle sensitive and confidential information with discretion

Preferred Qualifications

• Prior executive level support
• Health insurance and/or health care experience

This position is an Office role, which requires an employee to work onsite at our Minnetonka, MN office, on average, 3 days per week.

The full salary grade for this position is $50,800 - $87,000. While the full salary grade is provided, the typical hiring salary range for this role is expected to be between $50,800 - $76,125. Annual salary range placement will depend on a variety of factors including, but not limited to, education, work experience, applicable certifications and/or licensure, the position's scope and responsibility, internal pay equity and external market salary data. In addition to compensation, Medica offers a generous total rewards package that includes competitive medical, dental, vision, PTO, Holidays, paid volunteer time off, 401K contributions, caregiver services and many other benefits to support our employees.

The compensation and benefits information is provided as of the date of this posting. Medica’s compensation and benefits are subject to change at any time, with or without notice, subject to applicable law.

Eligibility to work in the US: Medica does not offer work visa sponsorship for this role. All candidates must be legally authorized to work in the United States at the time of application. Employment is contingent on verification of identity and eligibility to work in the United States.

We are an Equal Opportunity employer, where all qualified candidates receive consideration for employment indiscriminate of race, religion, ethnicity, national origin, citizenship, gender, gender identity, sexual orientation, age, veteran status, disability, genetic information, or any other protected characteristic.