Senior Administrative Assistant

The Sr. Administrative Assistant plays a critical role in supporting the efficient functioning of legal operations and administrative processes. This position provides high-level confidential administrative support to various attorneys and department team members, serves as the gatekeeper and face of the Law Department to internal and external colleagues, independently applies analytical and problem-solving skills to resolve issues and communicates and interacts with senior-level HealthPartners personnel and their executive assistants.

MINIMUM QUALIFICATIONS:

• Education, Experience or Equivalent Combination:
  • 3+ years' recent experience in the role of administrative assistant in a regulated environment.
  • High School Diploma or GED required
    
• The ideal candidate will demonstrate:
• A strong desire to support others by proactively managing complex calendars, coordinating meetings, and executing office tasks with accuracy and efficiency.
• Ability to represent the department to internal and external partners in a warm, welcoming, helpful, and highly professional manner.
• Dependable and self-directed, with sound judgment, excellent time management, strong attention to detail, and the ability to manage competing priorities and meet tight deadlines.
• Ability to independently manage workflows using established tools, checklists, and research skills; identify issues and troubleshoot effectively to resolution.
• Advanced knowledge of Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, and experience working with document and case management systems, such as i-Manage and Legal Tracker.
• Demonstrated ability to build and maintain positive, collaborative working relationships across teams.
• Clear and professional oral and written communication skills, with strong spelling, grammar, editing, and proofreading abilities.
• Ability to identify inefficiencies in workflows and recommend thoughtful process improvements.

• Experience handling highly confidential and sensitive information with professionalism and integrity.

  PREFERRED QUALIFICATIONS:

• Education, Experience or Equivalent Combination:
  • 3+ years experience in healthcare, insurance, or law environment in an administrative support role.
  • Associate's or Bachelor's degree preferred
    
    

• ESSENTIAL DUTIES:

• Coordinate and schedule complex meetings while managing incoming calendaring requests in alignment with the preferences, priorities, and business needs of supported leaders.
• Prepare agendas, assemble meeting materials, and ensure participants are informed and prepared.
• Create document management workspaces in our i-Manage document management system and create case management matters in our Legal Tracker outside counsel billing and matter management system.
• Draft, format, design, proofread, and edit confidential correspondence, spreadsheets, tracking tools, presentations, and other documents with exceptional attention to accuracy, detail, and professionalism.
• Ensure timely and accurate processing of business and approved personal expenses, invoices, and related documentation in accordance with company policies.
• Register and track professional association memberships; coordinate continuing education registrations, monitor related expenses, and maintain accurate credit tracking records.
• Manage business travel arrangements, prepare detailed itineraries, and track associated expenses to ensure compliance and efficiency.
• Coordinate attorney license renewals and maintain accurate tracking systems to ensure compliance with applicable requirements.
• Provide cross-coverage and backup support for other administrative team members to ensure seamless department operations.
• Support day-to-day office functions, including:
  • Processing and distributing incoming mail
  • Monitoring and triaging calls received through the department's general phone line
• Perform other duties as assigned to support evolving department needs.

ORGANIZATIONAL EXPECTATIONS:

Values

All colleagues are expected to live our values:

Excellence: We strive for the best results and always look for ways to improve.

Compassion: We care and show empathy and respect for each person.

Partnership: We are strongest when we work together and with those we serve.

Integrity: We are open and honest, and we keep our commitments.

Additional Expectations:

• Complies with safety instructions, observe safe work practices, provides input on safety issues, and promotes a safe work environment.

• Maintains regular and timely attendance.

• Protects confidentiality.

• Demonstrates participation in and support of the organization's Corporate Integrity Program by participating in compliance-related education and training and complying with the organization's policies and procedures.