Optum PNW Executive Assistant – Everett, WA

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Serve as an executive assistant to the Optum PNW Market President, with responsibility for the following: managing the President’s calendar; collaborating with the Chief of Staff and other leaders; logistical planning of on and offsite organizational and community events; a wide range of administrative support duties.

 

The incumbent is an educated, energetic, polished individual who can represent the Market President with the ability to articulate messages and communicate with all levels internal and external. This person should have an overall understanding of the big UHG picture and how the PNW operates within it.

 

Primary Responsibilities: 

• Effectively manage the President’s schedule to provide the most strategic and efficient use of the President’s time at meetings and events, and to ensure they are appropriately prepared for all occasions. In addition to general calendar management, is responsible for the President’s travel arrangements and itinerary. Anticipate and be proactive with calendar commitments.
• Work onsite for in person meeting, department and event support. (This is not a remote position.)
• Proficient in the Microsoft Office Suite, apply project management skills, and proactively troubleshoot other platforms, forums, programs, and equipment as needed. 
• Promote a positive image of Optum PNW by greeting and receiving visitors, responding to inquiries from diverse publics (e.g., patients, clinicians, staff, legislators, the media and private officials), providing knowledgeable information regarding organizational policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer’s satisfaction with the response.
• Prepare &/or review correspondence for distribution or approval and signature, checking the documents for completeness, procedural, grammatical and factual accuracy. Draft letters of invitation, thanks, congratulations, acknowledgment, etc., for the President’s signature.
• Work closely with the Chief of Staff in support of the Market President. Maintain a current knowledge of the organization’s wall of work and major initiatives.
• Serve as liaison between the President and internal and external communities to strategically assist others in the interpretation of UHG’s mission, vision, values, policies, guidelines, trouble shooting, referral to appropriate individual or department and ensure follow-up when necessary. 
• Assist in responding to problems and issues presented to the President by individuals and organizations from within and outside the UHG/Optum community.
• Safeguard the confidentiality of Optum PNW administration by exercising discretion in communicating information to patients, clinicians, staff, and the various publics served by UHG/Optum and in handling administrative records, files, and similar confidential items. Build trust.
• Prepare meeting agendas; document minutes &/or action items for applicable meetings and record as needed. Assist with appropriate follow-up actions at the conclusion of these meetings. Research and provide background information on various issues as requested.
• Provide information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable formats, using advanced computer and coordinating with others.
• Facilitate efficient and cost-effective travel for the President by making travel arrangements and preparing associated approval forms and expense reports in Concur.
• Collaborate with others on the coordination of Optum PNW visits made by dignitaries.
• Monitor, coordinate, and approve expenditures via Concur, Ariba, etc.
• Serve as event coordinator and facilitate the success of events hosted by the President and/or Optum PNW Senior Leadership Team, advising/contacting participants or invited guests, preparing agendas and programs, arranging audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the events.
• Partner with Marketing to serve as community event liaison (i.e., Mariners, Seattle Pride Parade, etc.) and coordinate logistics (i.e., catering, ticket distribution, registration, etc.).
• Provide open, timely and effective communication, keeping the President abreast of salient matters, and providing sound recommendations and information to support decision making as it relates to UHG/Optum policy.
• Coordinate the flow of incoming and outgoing communications by receiving, triaging and/or routing to the appropriate recipient.
• Work independently with limited supervision by gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, exercising judgement to make decisions, and assuring effective communication with stakeholders.
• Perform records management of a complex filing system by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed.
• Contribute to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
• Remain competent and current through self-directed professional reading, developing professional relationships with colleagues, attending professional development seminars, and attending training and/or courses as required by UHG/Optum.
• Contribute to the overall success of Optum PNW by performing other essential duties and responsibilities as assigned
• Work closely and harmonize with organizational executives and conducts assignments to meet performance goals and objectives in an efficient and timely manner.
• Is discreet and professional at all times.
• Must be able to work autonomously and independently, use initiative, make substantive decisions quickly, and take risks.
• Anticipate customer needs and proactively identifies solutions. Make decisions quickly.
• Demonstrate emotional intelligence and competence.
• Adaptable and agile; resilient to change and reprioritizations. Calm demeanor during stressful moments.
• Apply knowledge/skills and use pertinent data and facts to identify and solve a range of complex problems.
• Investigate non-standard requests and problems, with some assistance from others. 
• Identify and resolve operational problems using defined processes, expertise, and judgment. Decisions are guided by policies, procedures, and business plan.
• Provide explanations and interpretations within area of expertise.
• Demonstrate a depth and breadth of knowledge/skills in own area and is often able to apply these outside of own function.
• Act as a facilitator to resolve conflicts; seen as key team member on project teams spanning more than own function. 
• Builds positive rapport with all administrative assistants across PNW and Optum/UHG, operational and clinical leaders, business partners, and community.

 

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: 

• 3+ years of experience in supporting executive level management/ C-suites
• 3+ years of experience creating and submitting expense reports
• 3+ years of experience maintaining calendars and setting up meetings
• 3+ years of making travel arrangements
• Advanced experience in Outlook for complex calendar management, scheduling meetings, as well as PowerPoint, Visio, Word and Excel software
• Experience working in a fast-paced, matrix organization
• Experience managing multiple priorities with ever changing business needs while effectively prioritizing to meet deadlines and maintain a high quality of work
• Experience working with onsite and telecommuter/remote team members
• Office based position in our Everett, WA location
• Ability to maintain integrity of sensitive/confidential information
• Ability to travel locally on occasion (valid driver’s license and vehicle insurance)

 

Preferred Qualifications:

• Professional Administrative Certification of Excellence (PACE) and/or Certified Meeting Planning (CMP).
• Project management certification 
• Experience or knowledge of the health care industry

 

The hourly range for this role is $23.70 to $46.35 per hour based on full-time employment. Pay is based on several factors including but not limited to local labor markets, education, work experience, certifications, etc. UnitedHealth Group complies with all minimum wage laws as applicable. In addition to your salary, UnitedHealth Group offers benefits such as, a comprehensive benefits package, incentive and recognition programs, equity stock purchase and 401k contribution (all benefits are subject to eligibility requirements). No matter where or when you begin a career with UnitedHealth Group, you’ll find a far-reaching choice of benefits and incentives.

 

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: OptumCare is an Equal Employment Opportunity/Affirmative Action employers 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. 

 

OptumCare is a drug-free workplace. Candidates are required to pass a drug test before beginning employment