Executive Assistant

Capital District Physicians Health Plan Inc; Buffalo (NY); On-site; USD 62,000 - 98,000; Full time

Job summary

Capital District Physicians Health Plan Inc. seeks an Executive Assistant to provide high-level administrative, strategic, and operational support to senior leadership. You will manage complex calendars, coordinate communications, arrange meetings and travel, and prepare materials to support decision-making.

You will handle confidential information with discretion, streamline workflows, and align day-to-day activities with organizational goals, enabling leaders to focus on strategic outcomes.

Qualifications

• Five (5) years of progressive administrative or related experience.
• HSD or GED required. Bachelor's degree in a related field preferred.
• Advanced proficiency in Microsoft Office and collaboration tools (Teams, SharePoint, AI Agents etc.).
• Intermediate organizational, planning, and critical thinking skills.
• Advanced customer service, problem solving, time management and customer relations knowledge.
• Advanced senior leader level communication and stakeholder management abilities.
• Ability to handle highly confidential information and sensitive situations.
• Leadership and mentoring capabilities.
• In-depth knowledge of organizational structure, policies, and decision-making processes.
• Intermediate knowledge of project management principles and process improvement.
• Demonstrated ability to act on behalf of the Senior Leader within understood boundaries.
• Advanced level attention to detail.

Responsibilities

• Oversees complex calendar management for senior leader(s) and company-sponsored travel.
• Coordinates internal and external communications for executives.
• Prepares and edits advanced reports, presentations, and briefing materials.
• Supports leader readiness for key internal and external executive committee meetings.
• Manages agendas, minutes, and post-meeting summaries and action items.
• Drives post-meeting follow-through with owners and due dates.
• Leads or coordinates divisional special projects and cross-functional initiatives.
• Trains divisional administrative staff on procedures and best practices.
• Acts as a trusted advisor on scheduling, communications, and operations.

Skills

Microsoft Office

Team collaboration

Stakeholder management

Calendar management

Problem solving

Time management

Discretion & confidentiality

Education

High School Diploma or GED

Bachelor’s degree in related field preferred

Tools

Microsoft Teams

SharePoint

AI Agents

Job description

Job Description:

Summary

The Executive Assistant provides highlevel administrative, strategic, and operational support to senior leadership to ensure the smooth and effective execution of key priorities. This role serves as a trusted partner to the senior leaders, proactively managing complex and dynamic calendars, coordinating internal and external communications, and acting as a key point of contact for stakeholders. The Executive Assistant handles highly sensitive and confidential information with discretion, prepares materials and briefings to support decisionmaking, and facilitates meetings, travel, and key initiatives. In addition, this role anticipates needs, streamlines workflows, and helps align daytoday activities with broader organizational goals, enabling leaders to focus on strategic outcomes.

Essential Accountabilities

• Provides comprehensive, day-to-day executive administrative support to senior leaders and/or division.
• Anticipates needs, proactively manages priorities, and resolves issues independently.
• Oversees complex calendar management for senior leader(s), all company sponsored travel, and executive communications.
• Identifies risk, gaps and process improvements opportunities and provide recommendations.
• Supports leader readiness for key internal and external executive committee meetings (e.g., HPET, HPOR, BOC, RABs, etc.) by reviewing agendas and minutes, ensuring materials are complete and aligned, coordinating executive prep time, tracking decisions and action items, issuing post-meeting summaries, and partnering with administrative stakeholders as appropriate.
• Provides end-to-end coordination and administrative leadership for key internal and external executive committee meetings (e.g., HPET, HPOR, BOC, RABs, etc.), including preparing and managing agendas and materials, calendaring, facilitating meeting logistics, capturing minutes, and ensuring follow-through on outcomes and deliverables.
• Prepares and edits advanced reports, presentations, and briefing materials.
• Drives post meeting follows through (owners, due dates, closure) and maintain momentum when the executive is out of office.
• Leads and/or coordinates divisional special projects, cross-functional initiatives or senior-level leader specific project.
• Partners or leads efforts in arranging on and off-site meetings, arranges for audio-visual equipment and other related resources
• Provides executive level support to key officer as needed.
• Collaborates and trains divisional administrative staff on office procedures and protocols.
• Develops and documents administrative processes and best practices
• Acts as a trusted advisor regarding scheduling, communications, and operations
• Consistently demonstrates high standards of integrity by supporting the Lifetime Healthcare Companies' mission and values, adhering to the Corporate Code of Conduct, and leading to the Lifetime Way values and beliefs.
• Maintains high regard for member privacy in accordance with the corporate privacy policies and procedures.
• Regular and reliable attendance is expected and required.
• Performs other functions as assigned by management.

Minimum Qualifications

• Five (5) years of progressive administrative or related experience.
• HSD or GED required. Bachelor's degree in a related field preferred.
• Advanced proficiency in Microsoft Office and collaboration tools (Teams, SharePoint, AI Agents etc.).
• Intermediate organizational, planning, and critical thinking skills.
• Advanced customer service, problem solving, time management and customer relations knowledge.
• Advanced senior leader level communication and stakeholder management abilities.
• Ability to handle highly confidential information and sensitive situations.
• Leadership and mentoring capabilities.
• In-depth knowledge of organizational structure, policies, and decision-making processes.
• Intermediate knowledge of project management principles and process improvement.
• Demonstrated ability to act on behalf of the Senior Leader within understood boundaries.
• Advanced level attention to detail.

Physical Requirements:

• Ability to work prolonged periods sitting and/or standing at a workstation and working on a computer.
• Ability to travel across the Health Plan service region for meetings and/or trainings as needed.
• Ability to work in a home office for continuous periods of time for business continuity.
• Ability to hear, understand, and speak clearly while using a phone or video call, with or without a headset.

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In support of the Americans with Disabilities Act, this job description lists only those responsibilities and qualifications deemed essential to the position.

Equal Opportunity Employer

Compensation Range(s):

N9: $29.60 - $47.32

The salary range indicated in this posting represents the minimum and maximum of the salary range for this position. Actual salary will vary depending on factors including, but not limited to, budget available, prior experience, knowledge, skill and education as they relate to the position's minimum qualifications, in addition to internal equity. The posted salary range reflects just one component of our total rewards package. Other components of the total rewards package may include participation in group health and/or dental insurance, retirement plan, wellness program, paid time away from work, and paid holidays.

Please note: There may be opportunity for remote work within all jobs posted by the CDPHP Talent Acquisition team. This decision is made on a case-by-case basis.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.