Executive Assistant, Experienced

$71,280 - $99,770/Yr

California Physicians' Service - Oakland, CA

Full-time - Executive

Hybrid - Oakland, CA

5,001-10,000 employees

Insurance Carriers and Related Activities

About the position

The Federal Government Affairs team is responsible for Blue Shield's engagement with federal stakeholders, regulators, and elected officials. The Executive Assistant, Experienced will report to the Vice President, Federal Policy and Advocacy. In this role you will serve as a liaison to the Government Affairs Leadership team, monitor and respond to emails, manage the calendars of your leaders and the calendaring of meetings, coordinate all travel and arrange special events and annual offsite events. You 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.

Responsibilities

• Carry out administrative, analytical or procedural tasks with high degree of autonomy
• Handle administrative matters, in the absence of, or on behalf of, the manager
• Provide administrative oversight of third-party relationships through implementation of designated systems, routine monitoring of performance, and tracking of goods and/or services
• Serve as administrative liaison between manager and direct reports and others within and outside the organization
• Manage day-to-day organization of executive's calendar, appointments, meetings, and related schedule
• Prepare travel arrangements and file monthly expense reports
• Research required information or background on organizations and individuals
• Serve as the day-to-day manager of office logistics; manage accounts receivable and payable, maintain office supplies, mail processing, and manage office protocols including space requirements, IT, equipment, phone protocols, etc.
• Perform several high-level review functions including department financial performance against budget, and processing payment for vendors and related service contracts; set up internal systems and protocols ensuring standardization of processes and a high level of efficiency

Requirements

• Requires a bachelor's degree or equivalent experience
• Requires at least 3 years of prior relevant experience
• Requires expert proficiency of office applications including Outlook, Excel, PowerPoint, SharePoint, Teams, WebEx, and Zoom
• Requires excellent verbal and written communication skills
• Requires experience successfully coordinating and supporting multiple projects and tasks simultaneously
• Requires the ability to design, set up, and manage internal processes and protocols
• Requires the ability to collaborate and thrive in a fast-paced and rapidly changing environment

Benefits

• 20 days of paid time off (PTO) per year - Senior Managers and below
• Flexible Time Off (FTO) - Directors and above
• 10 paid holidays per year
• 24 hours of paid time off to use for community service
• 12 weeks of paid parental leave
• Free online education at University of Arizona Global Campus
• Tuition reimbursement and student loan discounts
• Matching gift contributions to select charities
• On-site fitness facilities and fitness programs in select locations
• 4-week paid sabbatical program after five years of service
• Leave of absence programs
• Discounts on alternative care services such as chiropractic, acupuncture, and massage therapy
• Child and elderly backup care