Sr Executive Assistant

The hiring range for this role is:

62,976.00 - 88,320.00

Job Description Summary
Under limited supervision ensures the effectiveness and efficiency of the Executive vice President (EVP) or Senior Vice President (SVP) office by providing full range of secretarial/administrative support to the Executive or team and in certain instances the department, exercising confidentiality, tact and diplomacy. Functions as department information resource for internal and external inquiries regarding divisional activities, providing excellent customer service and follow-through, and maintaining positive interactions with internal and external contacts, including Member Plan CEOs and executives, federal government and industry stakeholders, and other BCBSA senior executives as appropriate. Maintains confidentiality of all information and matters.

Responsibilities include but are not limited to:
Functional Support - Manages the calendar/schedule of the Executive or team, coordinating day-to-day activities by maintaining a balance between meeting requests and other activities, identifying conflicts and anticipating and resolving problems through negotiation/influence. Screens all incoming telephone calls, requests for information and other general inquiries to resolve caller issues or forwards them to the appropriate area for resolution. Forwards information to Executive or team when traveling, and as necessary, to management staff in their absence. Assists in the preparation of division-wide/department-wide meetings, coordinates staff meetings, and other internal meetings and/or conference calls ensuring all logistics and materials are complete. Develops relationships with internal Association and Plan administrative staff and schedules meetings for the Executive or team and in some instances department staff, with Plan, Federal government and Association leadership as appropriate. Coordinates travel arrangements and resulting expense reports ensuring all related time frames and policies are followed. Facilitates division-wide/department-wide communication with internal staff on behalf of Executive or team, proactively identifies divisional communication needs and suggestions solutions for address such needs. Facilitates Executive or team review of contracts, agreements, and other important, confidential documents. Supports special projects on behalf of the Executive or team.
Meeting Coordination - Supports Executive or team in conducting planning sessions with the leadership and management teams. Coordinates division-wide/department-wide planning meetings on a regular basis, create agendas, take notes, produce meeting summaries. Organize planning related materials, ensuring materials are prepared timely and effectively, coordinate technical support for the meetings.
General Administrative Functions - Takes comprehensive notes at meetings, drafting letters and emails, word processing. Prepares Power Point presentations (slides and charts). Prepares Excel spreadsheets, Filing, faxing, photocopying, Transmitting faxemail broadcasts using Outlook, and Ordering supplies.
File and Record Maintenance - , Organizes and maintains computerized data files for easy retrieval, revision, and record keeping purposes and Coordinates the timely and accurate intake and reporting of information on a regular basis from a variety of sources, including but not limited to HR, Finance, Internal Audit, and EPMO on behalf of the SVP and division leadership. Identifies and alerts Executive and Leadership Team of anomalies, due dates, variances.

Required Education, Certifications and Experience

• Completion of college course work toward a degree or an undergraduate degree in a related field

• A minimum of ten (10) years of experience in a professional or similar environment

• Five (5) years supporting a Sr. Executive Level position

• Prior experience which demonstrates the ability to problem solve and adapt to changing priorities, environment and technologies

• Prior experience in relationship building and knowledge of general business practices

• Exposure to business meeting / conference planning and logistics

• Proficiency in Word, Excel, PowerPoint, project management and Internet applications to create professional documents, reports and presentations

• Excellent communication skills which includes good written, oral and listening skills

• Demonstrates tact, efficiency, initiative, and discretion when dealing with confidential information

• Relationship management skills

• Time management skills

• Critical thinking skills

People Management - No

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