Executive Assistant, Experienced

Your Role

The ​Provider Network Management Team is responsible for the development, negotiation, implementation, and ongoing management of Blue Shield of California's provider contracting across California. The team oversees relationships and contractual arrangements with hospitals, health systems, medical groups, IPAs, and ACOs across Commercial, Medicare Advantage, Medi-Cal, and other government-sponsored programs.

The ​Executive Assistant, Experienced, will report to the ​VP, Provider Network Management​. 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 and the leadership on the Provider Network Management Team. You will be the liaison to Network Strategy, Network Operations and Clinical Teams within Healthcare Quality & Affordability (HQA) Team; monitor and respond to emails, heavy scheduling and managing calendar meetings; organize and coordinate all travel and arrange special events and onsite/offsite events.

The Executive Assistant, Experienced 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, Experienced 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. Our leadership model is about developing great leaders at all levels and creating opportunities for our people to grow – personally, professionally, and financially.

We are looking for leaders that are energized by creative and critical thinking, building and sustaining high-performing teams, getting results the right way, and fostering continuous learning. This person will be required to live within 50 miles of the Woodland Hills office. Hybrid in-office expectation will be 2x per week, 8x per month.

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 Network Management Executive Assistants and Administrative Support team as needed.

Other duties as assigned to support the Provider Network Management Team. Your Knowledge and Experience ​​​​​​Requires a Bachelor’s degree or High School Diploma/GED and 4 years of additional relevant experience in lieu of a degree Requires at least 3 years of prior relevant experience​ executive support Requires 3 years of prior scheduling meetings and traveling for at least 1 senior level manager Requires this person to live within 50 miles of the Woodland Hills office Requires experience working at a health plan (managed care, government payer, or academic) Requires ability to occasionally travel to offsite team events and/or meetings as needed​ At least 3 years of experience supporting two or more leaders in a fast-paced professional environment desired ​​Requires expert proficiency with Microsoft Office applications including PowerPoint and electronic communications ​​Requires the ability to be both service-oriented and behind the scenes leader Ability 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​ Hybrid This role requires employees to be in-office based on our hybrid workplace model, balancing purposeful in-person collaboration with flexibility.

For most teams, this means coming into the office two days each week. Employees living more than 50 miles from an office location will work with their manager to determine in-office time based on business need.