Executive Assistant - REMOTE
Molina Healthcare · United States
JOB DESCRIPTION
Job Summary
Provides high-level administrative support to designated health plan president or functional business leader. Serves as a liaison to senior leadership, coordinates executive outreach and internal/external relations, and supports administration of various programs, projects and assignments aligned with health plan/functional processes and services. Facilitates general administrative support including routine document preparation and correspondence, calendar/meeting scheduling, travel and event arrangements, expense reporting, supply management, and other administrative needs. Maintains confidentiality related to high-level business strategy, systems, and operations.
Essential Job Duties
- Manages plan president/functional leader/senior leadership calendars, schedules meetings, and prioritizes urgent requests; anticipates leadership needs and proactively seeks opportunities to maximize time/priorities of executive leadership.
- Represents as the primary point of contact between the plan president or functional leader, board of directors, senior leadership, and external stakeholders (regulators, providers, vendors, community partners, etc.).
- Collaborates with senior leadership to keep the plan president/function leadership/senior leadership apprised of pertinent information such as schedules/issues, and tracks needs, priorities, and follow-up items.
- Drafts, edits, and proofreads confidential correspondence, presentations and reports.
- Collaborates with senior leaders to collect and assemble information for presentations, projects and strategic planning.
- Oversees board of director meeting preparations including scheduling, agendas, documentation, etc. as applicable.
- Arranges detailed travel itineraries and coordinates meeting and event logistics, including preparing agendas, facilitating meeting room/technology set-up, taking minutes, coordinating catering/vendors, etc.
- Reconciles senior leadership corporate credit card statements.
- May support the design and development of program components, coordination of work, program/project metric tracking, and ongoing process improvements across third-party vendors/internal staff to execute against health plan/functional program requirements.
- May conduct training, prepare budgeting, facilitate project scheduling, and generate reporting.
- May conduct research, coordinate compilation of data, and analyze data to prepare standard and ad hoc reports, spreadsheets, charts, and graphs.
- Serves as recording secretary for committee(s); schedules meetings, distributes materials, records and transcribes meeting minutes.
- Represents as the administrative representative for the health plan/functional senior leadership team; interacts effectively and professionally with diverse populations, including high-level internal/external stakeholders.
- Researches, prioritizes, and follows up on issues and concerns, including those of a sensitive or confidential nature.
- Maintains confidentiality of all personal and proprietary information, including knowledge of appropriate course(s) of action, referral, and/or response.
- Pre-screens/responds to leadership emails as requested.
- Manages all administrative functions and day-to-day administrative operations of the senior leadership team including correspondence, routine document preparation, file management, office supply ordering, etc.
- Maintains organizational charts and contact databases.
- Assists with special projects, and researches/follows up on action items to ensure deadlines are met.
Required Qualifications
- At least 4 years of progressive administrative support experience, or equivalent combination of relevant education and experience.
- Previous experience managing leadership/executive calendars/scheduling meetings.
- Strong organizational, time-management, and proofreading skills, and excellent attention to detail.
- High level of professionalism, discretion, and confidentiality.
- Strong team-player and high emotional intelligence/maturity.
- Proven ability to work independently and complete deliverables in a deadline driven environment.
- Strong problem-solving skills, and ability to proactively anticipate executive needs.
- Project management experience.
- Ability to work cross-functionally across a highly matrixed organization, and interact professionally with high-level internal/external stakeholders.
- Excellent interpersonal and verbal/written communication skills.
- Advanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (Teams, Zoom, Webex).
Preferred Qualifications
- Experience providing administrative support to senior level leadership.
- Administrative support experience in a large organization.
- Insurance industry/health care experience.
- To all current Molina employees: If you are interested in applying for this position, please apply through the Internal Job Board.
- Molina Healthcare offers a competitive benefits and compensation package. Molina Healthcare is an Equal Opportunity Employer (EOE) M/F/D/V