Executive Assistant, Senior - Blue Shield Promise

​​Your Role​

The ​Medi-Cal Operations and Performance​ team ​oversees the operations governance and regulatory oversight in a complex highly matrixed environment for Blue Shield of California Promise Health Plan​. The ​Executive Assistant, Senior​ will report to the ​VP, Medi-Cal Operations and Performance​. In this role you will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the executive. You will be the liaison to the Operations and Performance; monitor and respond to emails, heavy scheduling and calendaring meetings; organize and coordinate all travel and arrange special events and offsite events. organize and coordinate all travel and arrange special events and offsite events. organize and coordinate all travel and arrange special events and offsite events.

The Executive Assistant must be creative, agile and nimble, and enjoy working in an entrepreneurial environment that is member-driven, results-driven, and service-oriented. The ideal individual will have the ability to exercise good judgment and high level of discretion, with strong written and verbal communication, scrupulous administrative and organizational skills, and the ability to maintain balance among multiple competing priorities. The Executive Assistant position requires the ability to work independently as well as within a team environment on projects from inception to completion and must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion. 

​​Your Work

​In this role, you will:​

• Be responsible for providing analytical and specialized administrative support to relieve and assist executive managers with complex details and advanced administrative duties
• Collect and prepare information for use in discussions/meetings of executive staff and outside individuals
• Analyze problems, determine approach, compile and analyze data and prepare reports/recommendations
• Contact company personnel at all organizational levels to gather information and prepare reports
• Manage day-to-day organization of executive’s calendar, appointments, meetings, and related schedule
• Compose and prepare correspondence; arrange meeting agendas; monitor and respond to emails; scheduling and calendaring meetings; Research required information or background on organizations and individuals; prepare travel arrangements, expense reports, plans/coordinates and ensure the executive’s schedule is followed and respected; acts in a “gatekeeper” capacity, creating win-win situations for direct access to the executive
• ​​Research, prioritize, and follow up on incoming issues and concerns addressed to the executive, including those of a sensitive or confidential nature; Consult with the executive in determining appropriate course of action, referral, or response; communicate directly, and on behalf of the executive with senior leaders and board members, and others on matters related to the organization’s initiatives and activities; Provide a bridge for clear communication and maintains credibility, trust and support between the office of the executive and the internal staff
• ​​Work closely and effectively with the executive to keep the leader well informed of upcoming commitments and responsibilities and follows up appropriately; Act as a “barometer,” having a sense for the issues taking place in the internal and external environments and keeps the executive updated; Draft correspondence to the team, and other tasks that facilitate the executive's ability to effectively lead the organization; Prioritize conflicting needs; handles all matter expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures
• ​​Serve as the day-to-day manager of office logistics; manages accounts receivable and payable, maintains office supplies, mail processing, and manages office protocols including space requirements, IT, equipment, phone protocols, etc.; Update and edit Shield Central page and coordinate with the team members on upcoming updates to publicize; Perform several high-level review functions including department financial performance against budget, and processing payment for vendors and related service contracts; sets up internal systems and protocols ensuring standardization of processes and a high level of efficiency; Provide back-up support to the other Medi-Cal Executive Assistants and Administrative Support team as needed
• Other duties as assigned

​Your Knowledge and Experience​ 

• ​​Requires a bachelor’s degree or equivalent experience
• Requires at least 5 years of prior relevant experience​
• ​​Requires at least 3 years of increasing professional level responsibility in executive support for C-level executives ​
• ​​Requires expert proficiency with Microsoft Office applications including PowerPoint, electronic communications, and IT savvy​
• ​​Requires the ability to work executive hours and must be willing to work non-business hours when needed for special projects or events; must have excellent communication skills, both verbal and written, and work with a sense of urgency while applying well-honed attention to detail​
• ​​Requires the ability to be both service-oriented and behind the scenes leader; able to effectively manage multiple projects and tasks simultaneously; possess excellent organizational skills and ability to design, set-up and manage internal processes and protocols; manage collaboratively and thrive in a fast-paced, rapidly changing environment; possess a positive, can-do attitude and value continuous professional development; good judgement, attention to detail, keen sensitivity and responsiveness to executive's needs and requests​
• Requires ability to travel to offsite team events and/or meetings as needed​

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