Executive Assistant - Office & Admin Specialist Principal

Overview

The Executive Assistant provides high-level administrative, scheduling, communication, and organizational support to the MNsure Executive Team. This role serves as a key liaison between MNsure leadership and internal/external partners, ensuring smooth operations, timely communication, and effective coordination across the agency. The position requires advanced administrative expertise, independent judgment, and the ability to manage complex priorities in a fast-paced environment. The incumbent also supports MNsure’s Board of Directors by preparing materials, attending meetings, and taking accurate minutes.

This position is eligible for telework for applicants who reside in Minnesota (or a bordering state within 50 miles of the office location). Employees living within 50 miles of the office location listed above may be required to work in the office at least 50% of the time each month. For those who live more than 50 miles away, dependent upon business needs and with supervisory approval and satisfactory performance may be eligible to telework more than 50% of each month.

At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.

The work you’ll do is more than just a job.

• Provide confidential executive support to MNsure leadership.
• Manage complex calendars, schedule meetings, and coordinate logistics.
• Draft, edit, and prepare correspondence, reports, presentations, and meeting materials.
• Monitor and triage executive email; prioritize and draft responses.
• Track deadlines, assignments, contracts, and follow-up items for the Executive Team.
• Serve as liaison with internal staff, state agencies, federal partners, and stakeholders.
• Attend meetings and prepare accurate minutes.
• Support MNsure Board of Directors meetings and work groups.
• Coordinate special projects, events, and agency-wide initiatives.
• Assist with onboarding/offboarding and HR-related administrative tasks.
• Develop and improve administrative procedures and processes.

• Three (3) years of administrative experience performing executive-level or advanced administrative support, including:
• Executive support — managing complex calendars, meetings, logistics, and confidential information.
• Professional communication — drafting, editing, and preparing clear, accurate correspondence and meeting minutes.
• Procedure development — creating or improving administrative processes, workflows, or guidelines.
• Stakeholder communication — interacting with staff, leadership, agencies, vendors, and the public with tact and professionalism.
• Records management — organizing, maintaining, and retrieving electronic and physical documents.
• Spreadsheet skills — using Excel/Google Sheets to track data, deadlines, or assignments.
• Word processing — preparing and finalizing grammatically correct documents, reports, and communications.

• Two years of executive-level administrative support for senior leadership.
• Experience in a state agency or public-sector environment.
• Experience working with public partners, stakeholders, or vendors.
• Experience with records management, contract tracking, or fiscal/administrative procedures.
• Experience supporting board or committee meetings, including minute-taking.

To facilitate proper crediting, please ensure that your resume clearly describes your experience in the areas listed and indicates the beginning and ending month and year for each job held.