Executive Assistant - Operations

Job Title

Executive Assistant

Job Description

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 support to Vice Presidents and the broader departments, this role coordinates complex schedules, prepares meeting materials and reports, arranges travel, and acts as a key point of contact for internal and external partners. The position operates with minimal supervision and plays a direct role in supporting team objectives through strong organizational judgment and administrative expertise. Perform other duties as assigned.

Key Accountabilities

• Manage complex calendars for two Vice Presidents, including resolving conflicts, evaluating meeting priorities, coordinating with stakeholders, and protecting time for key departmental commitments.
• Serve as a primary point of contact for internal and external partners, handling communication, issue resolution, mail distribution, PowerPoint support and IT tickets for the team
• Support onboarding of new staff, including first‑day coordination and assisting with required licensing
• Prepare reports, presentations, and materials to support leadership and departmental needs
• Arrange travel accommodations and itineraries; manage light events and occasional lunches as needed
• Provide guidance and support to other administrative staff while exercising sound judgment in managing complex administrative functions
• Ensure overall operational readiness through supply ordering, inventory management, and day‑to‑day office coordination

Required Qualifications

• High school diploma or equivalent required.
• 4+ years of related administrative experience required.
• Proficiency in Microsoft Office Suite (PowerPoint, Word, Excel).
• Calendar management and professional event coordination experience.

Preferred Qualifications

• Ability to support Vice President–level leaders as well as coordinating with their direct reports.
• Experience functioning as a lead administrative resource.
• Experience supporting multiple senior or executive-level leaders simultaneously.
• Familiarity with coordinating cross‑departmental processes or workflows.

Skills and Abilities

• Demonstrate the ability to anticipate leader and departmental needs and proactively address scheduling or logistical issues.
• Advanced knowledge of administrative operations and practices.
• Strong organizational skills with the ability to manage competing priorities.
• Effective verbal and written communication skills.
• Ability to operate standard office equipment including keyboard, phone, and other tools required for daily responsibilities.
• Ability to contribute to team effectiveness and support unit objectives.
• Capacity to exercise judgment and make decisions in a complex administrative environment.
• Ability to collaborate in a professional office environment and move freely within the workspace.
• Experience working in coordination with Accounts Payable.
• Ability to handle confidential and sensitive information with discretion and sound judgment.

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.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.