Steele Recruiting LLC is an executive Administrative Assistant Retained Search firm located in Minneapolis, Minnesota, specializing in Executive Administrative Assistant permanent placements for C-Suite and Senior Leadership Executives across the United States. With nearly 20 years in recruitment, we have a solid reputation for quality placements, professionalism, and maintaining confidentiality for every client and candidate.

We are currently partnering with our trusted nonprofit client, Medica, to recruit the Executive Assistant to the Chief Legal Officer and Board of Directors. Medica is a $12 billion nonprofit health insurer that has served members for more than 30 years through employer-based plans and individual coverage. Medica’s beautiful, state-of-the-art corporate headquarters are located in Minneapolis (Minnetonka), Minnesota.

Medica is dedicated to bettering lives with care in the moments that matter. Today, more than 1.5 million people across multiple markets in the United States rely on Medica for their health coverage. As an independent nonprofit health insurance company, Medica is deeply committed to the communities it serves. Through the Medica Foundation, employee giving, and volunteer programs, Medica actively supports community initiatives and charitable efforts throughout its service areas.

Position Purpose

The Executive Assistant to the Chief Legal Officer and Board of Directors provides high-level administrative and project management support to the Chief Legal Officer, the Board of Directors, and related staff, with light support to the Legal Strategic Advisor/Chief of Staff. Reporting directly to the Chief Legal Officer, this role is responsible for coordinating administrative operations and supporting key initiatives within the Office of the General Counsel.

The Executive Assistant serves as a central point of contact for the Office of the General Counsel and the Board of Directors and works closely with the Chief Legal Officer’s Strategic Advisor/Chief of Staff.

This role partners closely with the Chief Legal Officer and the CLO Advisor/Chief of Staff as part of a three-person executive office team, collaborating daily to support the priorities and responsibilities of the Office of the Chief Legal Officer and the Board of Directors.

What Makes This Opportunity Unique?

The culture and people are what truly set this organization apart. Everything Medica does centers on serving its members. The organization is deeply engaged in the community, sponsoring and participating in charitable initiatives such as the Polar Plunge, while continually challenging one another to grow, improve, and deliver meaningful impact.

In this role, you will be part of a close-knit three-person executive office team within the legal division, working alongside the Chief Legal Officer and the Chief Legal Officer’s Strategic Advisor/Chief of Staff. Together, you will operate as a well-coordinated team advancing the division’s priorities and initiatives while serving as a trusted partner across the department which includes, Law, Risk & Compliance, Enterprise Sourcing & Procurement, Public Affiars, and Medica Foundation.

The Chief Legal Officer understands and values the role of the Executive Assistant, recognizing it as an essential component of a well-functioning leadership team and department. This position is viewed as a true right-hand partner who helps ensure the office operates with professionalism, organization, and efficiency.

This is a fast-paced and dynamic environment where you will remain actively engaged. With a relatively new executive leadership team, there is a shared opportunity to learn, build strong working relationships, and grow together in a positive and collaborative setting. Strong communication skills, the ability to navigate stakeholders, and the comfort level of managing ambiguity and multiple personalities will serve you well in this role.

Medica’s C-suite administrative team is another standout aspect of the organization. Eight Executive Assistants work together as a cohesive group, supporting one another while also mentoring a broader administrative network of approximately 28 professionals. The team fosters open communication, collaboration, and a sense of camaraderie, with traditions such as office Olympics and other team-building activities that reflect Medica’s supportive and engaging workplace culture.

This is the Medica experience.

Why This Role Matters

This role plays a critical part in supporting the effectiveness of the Office of the Chief Legal Officer and the Board of Directors. The Executive Assistant serves as a trusted operational partner who helps ensure that the leadership team and Board function smoothly, efficiently, and with the highest level of professionalism.

Working closely with the Chief Legal Officer and the CLO’s Strategic Advisor/Chief of Staff, this position helps coordinate priorities, manage critical information, and maintain strong communication across leadership and governance functions. The work requires discretion, sound judgment, and the ability to operate confidently within a highly professional, board-facing environment.

Mission, Vision, Values

Medica Mission: To better your life with care in the moments that matter.

Vision: To be trusted in the community for our unwavering commitment to high-quality, affordable health care. Here are just a few ways we're stepping up for our members and communities.

Medica Core Values

Own it, Deliver it: We are accountable, we act with courage and tenacity

Learn, Grow, and Adapt: We invest in ourselves and each other, embracing change and keep improving

Win Together! We celebrate, trust and lift each other up, our success is a team sport

Stay Curious, Move with Data: We stay curious and are empowered to make smart decisions powered by the best data available

Essential Job Functions

Executive Support to the Chief Legal Officer

Calendar Management: Expertly manage the Chief Legal Officer’s complex and demanding calendar, anticipating needs, adjusting to last-minute changes, and identifying potential scheduling conflicts or roadblocks.

Travel Coordination: Coordinate domestic travel arrangements, including air, hotel, and ground transportation. Prepare detailed itineraries and proactively manage travel changes or disruptions.

Email Management: Assist with management of the CLO’s email correspondence, prioritizing communications and ensuring timely follow-up as appropriate.

Meeting Preparation: Prepare the CLO for meetings, events, and speaking engagements by ensuring all relevant materials, background information, and logistics are organized in advance. Coordinate and manage the cadence of Executive Leadership Team meetings. Attend meetings as required.

Project and Task Prioritization: Assist in coordinating projects as requested, helping prioritize tasks and deadlines in alignment with executive priorities and departmental objectives.

Liaison and Gatekeeper: Serve as a liaison between the CLO and internal and external stakeholders. Represent the Office of the Chief Legal Officer with professionalism and strong communication skills, both written and verbal. Protect and manage the executive calendar to ensure balance, efficiency, and effectiveness in daily operations.

Information and Document Management: Manage highly confidential information with the highest level of discretion. Maintain and organize documents within SharePoint, including scanning, filing, and ensuring proper document management practices.

Personal Assistance: Provide support, as needed, with select personal matters that intersect with professional responsibilities, including coordination between personal and professional calendars to support the CLO’s overall effectiveness and well-being.

Board of Directors Support

Board Meeting Coordination: Schedule and coordinate all meetings for the 11-member Board of Directors and related committees.

Governance Documentation: Support the administration and organization of governance materials, including familiarity with Board Articles of Incorporation and related documentation.

Board Materials: Prepare and distribute Board and committee materials through BoardVantage.

Board Records Management: Maintain Board documentation and ensure materials are properly stored and organized within the shared governance database.

Board Liaison: Serve as the primary point of contact and communication hub for members of the Board of Directors.

Meeting Logistics: Coordinate meeting logistics, including space reservations, catering, technology needs, and Wi-Fi access.

Meeting Documentation: Record meeting minutes and assist with drafting Board resolutions and related documentation.

Required Skills / Abilities

Exceptional Organizational Skills: Ability to manage complex calendars, priorities, and competing demands while maintaining accuracy and efficiency in a fast-paced executive environment.

Board Support: Extensive experience supporting Board governance processes, including preparation of board and committee materials, coordination of meetings, maintaining governance records, and working with board portals such as BoardVantage or similar tools.

Effective Communication: Strong written and verbal communication skills with the ability to interact professionally with executives, board members, and internal and external stakeholders. Exceptional proofreading, writing, and editing skills with a high level of attention to detail.

Advanced Task and Priority Management: Proven ability to manage multiple priorities simultaneously, shifting focus as needed while maintaining strong follow-through and meeting critical deadlines.

Technical Proficiency: Advanced proficiency with executive office technology and software, including Microsoft Word, PowerPoint, Excel, Outlook, SharePoint, Concur, Adobe, Visio, BoardVantage, Copilot, and OneDrive.

Executive Judgment: Demonstrated ability to exercise sound judgment, operate with executive maturity, and represent leadership with professionalism and discretion.

Discretion and Confidentiality: This role requires exceptional discretion, professionalism, and the ability to operate confidently within a Board-facing executive environment.

Adaptability and Agility: Flexibility to respond to evolving priorities and the varying needs of executives and the Board of Directors.

Complex Environment Experience:
Experience supporting senior leadership within a fast-paced, highly professional environment requiring coordination across multiple stakeholders and competing priorities.

Proactive Problem Solving: Ability to anticipate potential challenges and proactively develop solutions to support executive and board priorities.

Time Management: Strong ability to manage deadlines, prioritize work effectively, and coordinate across multiple stakeholders and initiatives.

Attention to Detail: Exceptional accuracy and attention to detail across documents, communications, and scheduling.

Interpersonal and Relationship-Building Skills: Ability to build strong relationships with executives, board members, and colleagues while maintaining professionalism, patience, and diplomacy.

Collaborative Team Orientation: Ability to work seamlessly with the C-suite Executive Assistant team and broader administrative network to support cohesive executive operations.

Professional Presence: Maintains a polished and professional demeanor in all interactions, representing the Office of the Chief Legal Officer and the organization with credibility.

Business Acumen: Ability to understand organizational priorities and exercise sound judgment in supporting executive and departmental objectives.

Experience Requirements

Minimum of 5+ years of experience supporting a CEO or equivalent C-suite executive in a complex corporate or nonprofit environment, including experience supporting multiple executives simultaneously.

Demonstrated hands-on experience supporting a Board of Directors, including familiarity with board governance processes, board materials preparation, Articles of Incorporation, and governance documentation.

High School Diploma or GED required.

Preferred Experience

Bachelor’s degree in Business Administration, Management, or a related field

Experience working in a legal environment or supporting a legal executive is strongly preferred.

This is an in-office position with flexibility as needed, according to and aligning with the needs of the executive team and board of directors.

Compensation and Benefits:

Base salary range: $90,000-$120,000

Medica offers a comprehensive benefits package designed to support the health, well-being, and financial security of employees and their families.

• Medical, dental, and vision insurance

• Health Savings Account (HSA) and Flexible Spending Accounts (FSA)

• 401(k) retirement plan with employer contribution or match

• Generous paid time off, including vacation, sick time, and holidays

• Paid parental leave and family care leave

• Life insurance and disability coverage

• Employee assistance program (EAP)

• Professional development and continuing education opportunities

• Community engagement and volunteer opportunities

• Wellness programs and employee health initiatives

• Onsite cafeteria, Caribou Coffee, and Amazing Fitness Center!

Medica is committed to complying with all laws prohibiting discrimination in employment and is proud to provide equal employment opportunities to applicants and employees without discrimination based on race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by local, state, and federal law.