Executive Support & Operations Specialist

POSITION SUMMARY:

Milliman, Global Corporate Services (GCS) is looking to hire an Executive Support & Operations Specialist. The Executive Support & Operations Specialist enhances the Executive Assistant Leadership Team’s (EA Team) overall capacity, coordination, and effectiveness by providing proactive operational support while leading and driving key team projects. This role strengthens teamwide processes, maintains shared systems, and tracks priorities to ensure clear communication and dependable follow-through. Serving as a central coordination partner, the Operations Specialist brings structure, alignment, and strategic focus to the EA team—enabling the group to balance day-to-day support needs with forward-looking project planning and execution.

RESPONSIBILITIES:

Project & Operational Responsibilities

• Lead and coordinate Executive Assistant Leadership Team projects and operational initiatives by defining scope, clarifying responsibilities, establishing timelines, and managing cross-team dependencies to ensure smooth and timely execution.
• Manage project workflows, track milestones, deadlines, and follow-up actions to maintain momentum, continuity, and accountability across the EA Team.
• Maintain and continuously optimize shared team systems—including task planners, OneNote, shared inboxes, and project-tracking tools—to enhance visibility, organization, and alignment for the EA Team.
• Develop, update, and ensure consistent application of standardized workflows, templates, naming conventions, and process documentation that support efficiency and cohesive team operations.
• Support EA Team communication and meeting effectiveness by preparing agendas, recaps, action logs, and reference materials for leadership meetings, planning sessions, and team check-ins.
• Facilitate seamless coordination across the EA Team through workload balancing, cross-training logistics, knowledge sharing, and reinforcement of established team processes.
• Conduct research, compile data, and prepare high-quality materials that support strategic planning, executive presentations, and operational decision-making by the EA Team.
• Provide flexible operational and administrative support for special projects, urgent needs, and emerging priorities, including occasional backup coverage for EA Team, after-hours assistance, and limited travel when needed. 

Strategic Executive Support & Coordination

• Provide strategic operational support to the EA Team by managing critical, time-sensitive administrative initiatives and ensuring seamless, high-quality service delivery for senior leadership.
• Lead executive scheduling and calendar coordination, optimizing priorities, preparing agendas, and ensuring meetings and commitments are executed with precision and professionalism.
• Oversee complex travel logistics for senior leaders, including coordinating detailed itineraries, reservations, and required documentation to guarantee efficient and seamless travel experiences.
• Coordinate high-profile meetings and events, including agenda development, materials preparation, AV and technical setup, catering, venue selection, accommodations, and collaboration with internal and external stakeholders. This will include in-office meeting preparation and facilitation as needed.
• Manage expense and reimbursement processes, ensuring timely submission, accurate tracking, and compliance with organizational standards.
• Assist with billing, invoicing, or accounting-related tasks – such as preparing or reviewing invoices, tracking payments, creating reports, and ensuring documentation is complete.
• Maintain and update SharePoint sites, ensuring documents, policies, and resources are accurate, organized, and easy to access.
• Manage sensitive and confidential information with the highest level of professionalism, discretion, and judgment.
• Drive continuous improvement of team processes and workflows, identifying opportunities for efficiency, standardization, and enhanced collaboration across the EA Team.
• Proactively anticipate executive and team needs, providing solutions, prioritizing requests, and supporting strategic initiatives to enable smooth operations and informed decision-making.

SKILLS & QUALIFICATIONS REQUIRED:

• The ideal candidate must have minimum 5 years of experience providing executive-level administrative, operational, or team coordination support in fast-paced, complex, multi-stakeholder environments.
• The ideal candidate must have hands on experience with MS TEAMs, SharePoint, OneNote, PowerPoint, Word, Excel, Concur, and MS Forms.
• The ideal candidate must have proven track record of managing multiple pr