Executive Assistant

5 days ago

Makati City, National Capital Region, Philippines UnitedHealth Group Full time

Optum is a global organization that delivers care, aided by technology to help millions of people live healthier lives. The work you do with our team will directly improve health outcomes by connecting people with the care, pharmacy benefits, data and resources they need to feel their best. Here, you will find a culture guided by diversity and inclusion, talented peers, comprehensive benefits and career development opportunities. Come make an impact on the communities we serve as you help us advance health equity on a global scale. Join us to start Caring. Connecting. Growing together

The role involves tasks such as scheduling, reviewing, prioritizing, and maintaining records.

Positions in this function include more traditional administrative/clerical support roles including maintaining calendars and setting up meetings, making travel arrangements, tracking expenses, and coordinating building and equipment maintenance. At senior levels, function may include supervision of other clerical/administrative staff. This position supports executives at the SLT level and below.

Primary Responsibilities:

  • Create/maintain calendars/coordinate meetings avoiding scheduling conflicts.
  • Create/prepare meeting materials (e.g., PowerPoint deck; agendas) and ensure distribution to appropriate individuals in a timely manner.
  • Schedule, coordinate, and/or set up resources and technology (e.g., conference rooms; food; WebEx; Telepresence) needed for meetings/events (e.g., training).
  • Make travel arrangements (e.g., airline; hotel; ground transportation; office space assignment) for meeting attendees (e.g., external customers; executives).
  • Host, coordinate, and/or facilitate meetings/external events as needed (e.g., introduce speakers; manage PowerPoint deck; ensure time schedules are adhered to; assist with technology; take notes).
  • Ensure meeting participants (e.g., external customers; executives) have appropriate access to facilities and systems (e.g., issue security badges; request building access; internet access).
  • Plan and organize logistics of large and/or offsite events, using internal resources as needed (e.g., UHC Maxvantage Meeting Teams).
  • Compile and/or integrate information needed to complete reports and documents.
  • Prepare and/or format office documentation (e.g., proposals; letters; spreadsheets; reports) needed for various audiences (e.g., clients; executives; internal business partners).
  • Review prepared documents to ensure accuracy and quality, and revise as needed.
  • Post relevant documentation (e.g., meeting notes; proposal letters; PowerPoint decks; policies and procedures; general correspondence) onto relevant systems (e.g., SharePoint; eDoc) and communication boards.
  • Maintain and distribute lists as needed (e.g., organizational charts; email; distribution; vendor; contacts; phone).
  • Record/label/file records and documents according to enterprise records management procedures.
  • Utilize relevant software applications (e.g., Microsoft Project; Word; Excel; PowerPoint; Outlook; Visio; Publisher; Access; Adobe Pro).
  • Create and/or maintain administrative desk manual to ensure continuity of office operations.
  • Assist internal partners (e.g., print shop; marketing) with coordination of printed documentation (e.g. flyers; brochures; cutsheets).
  • Monitor/oversee internal office communications (e.g., email; calendar; phones) for internal team members and take appropriate action.
  • Perform Business Segment Liaison (BSL) activities, as needed (e.g., hardware/software acquisition/disposal, new employee onboarding).
  • Enter and submit purchase orders into relevant systems (e.g., ARIBA) to purchase office supplies from pre-approved vendors.
  • Accept deliveries and ensure supplies are distributed to the appropriate resources.
  • Manage/monitor/procure office supplies, goods and services (e.g., process/reconcile invoices, travel and other expenses, payments, and/or reimbursements).
  • Assist with and/or perform budget planning.
  • Perform emergency response team duties (e.g., Floor Marshal).
  • Collaborate with facilities management (e.g., attend meetings; communicate impact) regarding potential changes/improvements to the office environment.
  • Comply with the terms and conditions of the employment contract, company policies and procedures, and any and all directives.

Required Qualifications:

  • Bachelor's degree in any course.
  • 5+ years of experience as Executive Assistant.
  • Experience in supporting high-level executives by handling administrative tasks, scheduling, communications, and project management.
  • Solid organizational abilities, excellent communication, proficiency in office software, multitasking, and confidentiality.
  • Amendable to work in US Shift, flexible in work schedule.

At UnitedHealth Group, our mission is to help people live healthier lives and make the health system work better for everyone.

Diversity creates a healthier atmosphere: Optum is an Equal Employment Opportunity employer 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.

Optum is a drug-free workplace. 2025 Optum Global Solutions (Philippines) Inc. All rights reserved.

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