Executive Assistant (Hybrid)

PURPOSE :

Provides administrative support for a Vice President / SVP. Performs advanced, diversified and confidential duties that may be administrative in nature or project based. Work requires broad and comprehensive experience, skills and a thorough knowledge of organization policies and practices. Prepares correspondence, reports, presentations, etc. Sets up meetings and may act as proxy for superior. Requires sufficient skills to communicate effectively with peers and senior level management staff. Performs complex tasks requiring the consideration of multiple variables to determine proper course of action. While tasks are complex, most decision-making can be made within pre-determined approaches. May lead and provide functional guidance to lower level support employees. Works under general guidance / supervision.

ESSENTIAL FUNCTIONS :

Provides day-to-day administrative support (such as calendar maintenance, meeting scheduling, travel, etc.) to an Executive and members of the staff.

Screening and where possible, responding appropriately to emails on increasingly complex matters, in a manner that reflects an ability to discern between critical and less urgent matters

Tracks and coordinates with staff to ensure completion of all action items for the Executive.

Processes all overhead invoices for fax machines, copiers, conference rooms, and cell phones. Processes all expense reports and invoices for the department.

Procures equipment (phones, IT equipment) for all conference rooms.

Coordinates requirements with executive staff at other locations.

Supports offsite meetings and conferences sponsored by the executive.

Maintains reimbursement files for the budget.

Mentors junior Administrative Assistants.

Assists higher level Executive(s) and / or their Executive Assistant(s), when needed, in the planning of meetings, executive visits, and customer visits.

SUPERVISORY RESPONSIBILITY :

Position does not have direct reports but is expected to assist in guiding and mentoring less experienced staff. May lead a team of matrixed resources.

QUALIFICATIONS

Education Level : High School Diploma OR GED

Experience : 5 years experience supporting executive level management.

Knowledge, Skills and Abilities (KSAs)

• Adept at learning new technologies to perform data entry, manage calendars, and create reports.
• Proficient in Microsoft Office applications.
• Strong time-management and organizational skills.
• Excellent communication skills both written and verbal.
• Must be able to effectively work in a fast-paced environment with frequently changing priorities, deadlines, and workloads that can be variable for long periods of time. Must be able to meet established deadlines and handle multiple customer service demands from internal and external customers, within set expectations for service excellence. Must be able to effectively communicate and provide positive customer service to every internal and external customer, including customers who may be demanding or otherwise challenging.

Department

Department :

Equal Employment Opportunity

CareFirst BlueCross BlueShield is an Equal Opportunity (EEO) employer. It is the policy of the Company to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.