Executive Assistant - Hybrid in Minneapolis MN, Washington DC, or Remote

About the role

The successful candidate will support the Enterprise Security & Resilience Office (ESRO) leadership team in safeguarding the enterprise, protecting clinical and business operations, and maintaining high business resiliency.

Responsibilities

• Manage, coordinate, and prioritize complex calendars and schedules across multiple time zones to optimize executive efficiency
• Plan, coordinate, and organize high-level meetings, executive reviews, conferences, and team-building events, managing all logistics, agendas, and technical setups
• Screen, prioritize, and manage incoming communications, emails, and phone calls (as requested), ensuring critical issues are escalated appropriately and handled with high discretion
• Cover complex travel arrangements, detailed itineraries, and subsequent travel expense reporting and reconciliation in a timely manner
• Prepare, edit, and review executive-level reports and correspondence (as requested), ensuring high accuracy, professionalism, and confidentiality
• Act as a key liaison and resource for internal and external stakeholders, providing professional and helpful representation of the executive office
• Track, monitor, and follow up on key action items, deliverables, and projects for the leadership team to ensure timely completion
• Support budget tracking, invoice processing, purchase order creation, and office administrative management as required
• Leverage enterprise-approved artificial intelligence (AI) and digital automation tools to streamline administrative workflows, automate routine tasks, and drive continuous operational improvement
• Collaborate with other administrative, business operations, and functional partners to coordinate cross-functional activities

Requirements

• High School Diploma / GED
• 5+ years of experience providing administrative support to C-suite level executive leaders in a professional corporate environment
• 5+ years of experience managing complex calendar coordination, meeting scheduling, and travel logistics across multiple time zones
• 4+ years of experience utilizing Microsoft Office Suite (including Outlook, Word, Excel, PowerPoint, and Teams) to create presentations, spreadsheets, and coordinate virtual meetings
• 3+ years of experience preparing expense reports and managing travel expense reconciliation
• Experience handling highly confidential, sensitive information with extreme discretion and professional judgment
• Proven ability to assist multiple executive leaders effectively at the same time

Preferred Qualifications

• Experience working within an information security, physical security, business resilience, or technology-focused department
• Experience or familiarity with utilizing enterprise-approved artificial intelligence (AI) tools, digital automation, or generative AI productivity applications to streamline administrative workflows
• Experience supporting administrative teams or coordinating the work of other administrative staff
• High degree of adaptability and resilience in managing changing priorities, last-minute schedule conflicts, and urgent requests
• Demonstrated ability to work independently, solve complex administrative problems, and take initiative with minimal supervision
• Demonstrated excellent written and verbal communication skills, with the ability to build professional rapport across diverse groups