The Senior Executive Assistant, reporting directly to an Executive Team Leader, completes a broad range of administrative tasks that facilitate an Executive’s ability to effectively lead their division. This role will provide support to three executive leaders.  Responsibilities include assisting with special projects; designing and producing complex documents, report, and presentations; collecting and preparing information for meetings with staff and outside parties; and maintaining the Executive’s scheduling needs.  

• Maintains the Executive’s appointments, schedules meetings, makes necessary arrangements, oversees travel arrangements, and arranges conference calls.
• Reviews and prioritizes communications directed to the Executive, resolves matters not requiring their attention, prepares routine correspondence, responds to incoming telephone communications, and directs as appropriate.
• Keeps abreast of all activities, issues, and operations within the Division to prioritize, coordinate, and monitor progress on requests, responses, and projects, maintaining a tickler file for follow-up.
• Provides special project support as requested by the Executive.
• Prepares complex documents, reports, and presentations.
• Supports annual budget activities by processing invoices and tracking budget spends.
• Prepares correspondence from handwritten material, proofreading, and editing to produce final copies, handling photocopies, and updating corporate and policy manuals.
• Ensures confidentiality and professionalism regarding critical changes and situations impacting the Division's operations amidst shifting priorities.
• Organizes and manages executive meetings, including setting agendas, coordinating logistics, and following up on action items as needed.
• Creates Board and C-suite level materials/presentations. Design slides ensuring consistency in font, colors and formatting; highlight critical information, using headlines to clearly convey main idea; summarize and provide high-level overview; proofread for errors or inconsistencies; ensure all technical aspects work smoothly.
• Assures continuity of office operations during the Executive’s absence by addressing inquiries or problem situations with appropriate staff and overseeing completion or resolution.
• Provides general assistance to the departments reporting to the Executive and others, as needed.
   

Location:

• Position is classified hybrid, which requires onsite work on Tuesdays and Wednesdays. 

Skills:

• Proven track record of managing complex projects and supporting executive leaders.
• Strong strategic thinking and problem-solving abilities.
• Excellent organizational and project management skills.
• Superior customer service skills.
• Ability to manage multiple priorities and work effectively under pressure.
• High level of integrity and professionalism.
• Proactive, self-motivated, and results oriented.
• Ability to handle confidential information with discretion.
• Excellent verbal and written communication skills.
• Attention to detail.
• Advanced critical thinking and problems-solving skills.

Experience:

• Minimum 10 years' administrative executive office and administrative experience.
• Three to five years’ prior experience in supporting a senior-level leader.
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, Visio, and Excel)

Education and Certifications:

• Associate degree or bachelor’s degree preferred.

Work Environment: 

• Must be available to work overtime with little to no notice.

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 occasionally lift and/or move up to 5 pounds.

We recognize that work is a part of life, not separate from it, and foster a flexible environment where your health and wellbeing are prioritized. At Capital you will work alongside a caring team of supportive colleagues and be encouraged to volunteer in your community.  We value your professional and personal growth by investing heavily in training and continuing education, so you have the tools to do your best as you develop your career. And by doing your best, you’ll help us live our mission of improving the health and well-being of our members and the communities in which they live.