The Executive Assistant directly supports the Vice President by organizing, coordinating, and implementing administrative activities, providing secretarial support, and assuring continuity of office operation during the Vice President’s absence.
The incumbent is responsible for the management of the office of the Vice President.Job DescriptionDuties and Responsibilities:15%
– Maintains the Vice President’s appointments.
Schedules meetings and makes the necessary arrangements.
Oversees the travel arrangements and arranges conference calls on behalf of the Vice President.15%
– Reviews and prioritizes all written communications directed to the Vice President and resolves matters not requiring the personal attention of the Vice President.
Prepares routine correspondence for the Vice President.
Responds to incoming telephone communications.
Involves answering, delegating for response and follow-up, or directing to the Vice President as appropriate.10%
– Keeps abreast of all activities, issues, and operations within the Plan and the Division in order to effectively prioritize, coordinate, and monitor progress on requests, responses to internal and external inquiries, and projects.
Maintains tickler file for appropriate follow-up.5%
– Provides special project support as requested by the Vice President.15%
– Performs numerous other administrative functions: (a) prepares routine reports, (b) approves time sheets for direct reports to the Vice President, (c) prepares annual budget, (d) assures that office policies and procedures are maintained within the Division.15%
– Provides secretarial support by preparing general, statistical, and presentation correspondence from handwritten material utilizing Microsoft Word.
Proofreads and edits to produce final copy.
Handles photocopy and facsimile requests for the Vice President.
Updates corporate and policy manuals maintained by the Vice President.5%
– Ensures confidentiality and professionalism regarding critical changes and situations in the business environment as they impact the Division’s operations in an environment of constantly shifting priorities.5%
– Coordinates Committee activity.
Prepares agenda and supporting material as well as prepares and maintains the meeting minutes and files.5%
– Assures continuity of office operation during the Vice President’s absence by addressing inquiries or problem situations with appropriate staff and overseeing completion and/or resolution.10%
– Provides general assistance to the Executive Staff, the departments reporting to the Vice President, the consultants, and others as needed.
Skills:Must possess professional and effective communication skills, both written and verbal.
Ability to exercise good judgement and tact in communicating complex and often difficult issues which frequently are of a sensitive or confidential nature.Excellent writing and editing skills.
Knowledge:Knowledge of health care industry, the Plan’s organizational structure and functions of various departments, and office policies and procedures.
Experience:Prefer 6-10 years’ administrative executive office and secretarial experience.Ability to manage time efficiently and adapt to rapidly changing priorities to perform job responsibilities independently.Ability to analyze information and situations and accurately interpret such in order to determine appropriate action.Ability to work with figures.Ability to utilize a PC and thorough knowledge of the IBM word processing software and general knowledge of other microcomputer software packages.
Ability to produce accurate typewritten material at a rate of approximately 60 words per minute.
Education and Certifications:Certified Administrative Professional a plus.
Physical Demands:While performing the duties of the job, the employee is frequently required to sit, use hands and fingers, talk, hear, and see.
The employee must be able to work over 40 hours per week.
The employee must occasionally lift and/or move up to 5 pounds.Capital Blue Cross is an independent licensee of the Blue Cross Blue Shield Association.
We are an equal opportunity/affirmative action employer and do not discriminate on the basis of race, color, religion, national origin, gender, sexual orientation, gender identity, age, genetic information, physical or mental disability, veteran status, or marital status, or any other status protected by applicable law.