Job Description Summary

Under moderate supervision, ensures the effectiveness and efficiency of the 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 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 Executives 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; requests for information and other general inquiries to resolve 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 Executives 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 as needed, drafting letters and emails, word processing; Prepares Power Point presentations (slides and charts); staffs workgroup calls; prepares Excel spreadsheets; filing, faxing, photocopying; transmitting fax\email broadcasts using Outlook; ordering supplies; supporting various hybrid work environment needs.
  
• 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 EVP, SVP, and division leadership; Identifies and alerts Executive and Leadership Team of anomalies, due dates, variances.
  

Required Education, Certifications and Experience

• High School Diploma or equivalent
  
• A minimum of eight (8) years of experience in a professional or similar environment with a total of three (3) years supporting a Sr. Executive Level position.
  
• Proficiency in Word, Excel, PowerPoint, Teams, project management and Internet applications to create professional documents, reports and presentations.
  
• 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
  
• Work is generally performed in a hybrid work environment, with a minimum of 20% of the employee's time in-person.
  

Preferred Education, Certifications and Experience

• Bachelor's Degree Completion of college course work toward a degree or an undergraduate degree in a related field
  

People Management - No