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Executive Assistant - Menlo Park, CA

UnitedHealth Group

Palo Alto, CA
Job Code:
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Job Details

Executive Assistant - Menlo Park, CA(Job Number:699126)

If you want to achieve more in your mission of health care, you have to be really smart about the business of health care. Challenge yourself, your peers and our industry by shaping what health care looks like and doing your life's best work.(sm)

The Executive Administrative Assistant is responsible for performing administrative and executive support tasks that are secretarial in nature for Senior Vice Presidents and Senior Leadership with minimal or no supervision.  Ensures effective department operations by providing responsive, independent, and effective administrative support in a highly confidential and professional manner. Performs all duties in a manner that promotes and reflects the mission and values of the organization. 


Primary Responsibilities:

  • Maintains calendars with sensitivity to issues within the organization, the time required for a specific meeting, and advance preparation time required by management. Executives are kept apprised of meetings and appointments and provided necessary supporting materials on a timely basis. Issues reminders, and alerts management of important commitments. Ensures all official obligations are met
  • Independently arranges and coordinates events; room scheduling, virtual meetings, AV equipment, additional equipment requests, and catering
  • Effectively and sensitively screens calls and interfaces with a high level of clientele. Messages are presented in a logical and well-organized manner. Calls are routed to appropriate departments or handled directly when not specifically requiring the attention of an Executive
  • Incoming correspondence and mail is screened, highlighted, and annotated for appropriate activity in a timely manner. Develops well-written responses to routine correspondence for the Executives' approval. Accuracy of work, timely processing and tracking of materials is important, as it reflects on the public relations image of the Executives as a whole
  • Coordinates and handles highly confidential information pertaining to personnel performance matters, labor relations, salary information and negotiations, and medical-legal privileged communications. Communications on these issues are handled with the highest degree of professional skill and strict confidentiality
  • Anticipates and takes responsibility for customer satisfaction. Behaves professionally and ethically in interactions with others. Treats individuals including co-workers, supervisors, management, clients, physicians, visitors and others with respect, dignity and fairness
  • Makes travel arrangements, working independently with travel agencies and other organizations to assure that necessary registrations and confirmations are completed in a timely manner for Executives as requested.  Prepares expense reports 
  • Records, composes and edits minutes of meetings as requested by the Executives. Assures maintenance of original minutes. Meets agenda preparation/mailing requirements in a timely manner
  • Responsible for organizing, maintaining and retrieving documents from a multi-disciplinary filing system. This includes preserving and archiving historical documents 
  • Effectively utilizes assigned programs and software. Strives to learn new features and uses for software that improves the quality and quantity of work in the department 
  • Supports and promotes new or evolving procedures and routines. Participates actively in the change process and offers suggestions for new approaches to improve efficiency and productivity 
  • Assures completion of reports by internal personnel for internal and external constituencies. Takes responsibility for becoming knowledgeable and in compliance with applicable requirements 
  • Encourages team cooperation and fosters the development of trust. Actively facilitates and supports team decisions. Goes beyond responsibilities to help team accomplish tasks and goals. Takes initiative to resolve conflict. Is sensitive to the impact of decisions on others. Serves as a role model in professional behavior
  •  Performs challenging tasks effectively. Anticipates problems and independently takes corrective action prior to completing the task. Strives at continuous quality improvement to achieve quality work the first time every time. Takes initiative to ensure procedures are continually meeting required customer needs
  • Manages systems, processes, and resources as assigned that support the functions of the Executives and completes special projects or assignments as required by senior leadership

Job Administrative Support
Primary Location US-CA-Palo Alto
Other Location 
Organization Optum Sr Mgmt
Schedule Full-time
Number of Openings 1
Apply on the Company Site

UnitedHealth Group is the most diversified health care company in the United States and a leader worldwide in helping people live healthier lives and helping to make the health system work better for everyone.

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