Under moderate supervision, ensures the effectiveness and efficiency of the Executive Director (ED) or Vice President (VP's) 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.
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 fax\email broadcasts using Outlook
Ordering supplies
File and Record Maintenance
Organizes and maintains computerized data files for easy retrieval, revision, and record keeping purposes
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
Education
High School Diploma or equivalent
Experience
A minimum of eight (8) years of experience in a professional or similar environment
Three (3) 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 * Prior exposure in business meeting / conference planning and logistics
Completion of college course work toward a degree or an undergraduate degree in a related field
Skills
Proficiency in Word, Excel, PowerPoint, project management and Internet applications to create professional documents, reports and presentations.
People Management
No
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Blue Cross Blue Shield Association is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, gender identity, disability, veteran status, genetic information or any other legally protected characteristics.