Blue Cross Blue Shield Association
Executive Assistant
Blue Cross Blue Shield Association, Washington, District of Columbia, us, 20022
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/influenceScreens 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 absenceAssists 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 completeDevelops 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 appropriateCoordinates travel arrangements and resulting expense reports ensuring all related time frames and policies are followedFacilitates 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 needsFacilitates Executive or team review of contracts, agreements, and other important, confidential documentsSupports 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 summariesOrganize 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 processingPrepares Power Point presentations (slides and charts)Prepares Excel spreadsheetsFiling, faxing, photocopyingTransmitting fax\email broadcasts using OutlookOrdering supplies
File and Record Maintenance
Organizes and maintains computerized data files for easy retrieval, revision, and record keeping purposesCoordinates 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 leadershipIdentifies 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 environmentThree (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 practicesPrior exposure in business meeting / conference planning and logisticsCompletion 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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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/influenceScreens 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 absenceAssists 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 completeDevelops 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 appropriateCoordinates travel arrangements and resulting expense reports ensuring all related time frames and policies are followedFacilitates 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 needsFacilitates Executive or team review of contracts, agreements, and other important, confidential documentsSupports 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 summariesOrganize 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 processingPrepares Power Point presentations (slides and charts)Prepares Excel spreadsheetsFiling, faxing, photocopyingTransmitting fax\email broadcasts using OutlookOrdering supplies
File and Record Maintenance
Organizes and maintains computerized data files for easy retrieval, revision, and record keeping purposesCoordinates 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 leadershipIdentifies 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 environmentThree (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 practicesPrior exposure in business meeting / conference planning and logisticsCompletion 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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