Executive Assistant - Hybrid (PA/NJ/DE)

Independence Blue Cross, LLC; Philadelphia (Philadelphia County); Hybrid; USD 70,000 - 95,000; Full time

Job summary

Independence Blue Cross, LLC seeks an experienced Executive Assistant to the VP of Medical Management & Med Policy. You will manage calendars, coordinate leadership meetings, prepare executive materials, and ensure timely follow-through on priorities.

Ideal candidates are highly organized, discreet, and capable of interacting with senior leaders, clinicians, and external partners in a regulated healthcare setting. This hybrid role requires strong MS Office skills and proactive problem-solving.

Qualifications

• Minimum six years of administrative assistant experience in a large organization or healthcare setting.
• Experience supporting senior leaders in confidential, fast-paced environments.
• Strong written and verbal communication with professional formatting skills.

Responsibilities

• Maintain VP calendar, prioritize meetings, prepare agendas, and ensure materials are ready.
• Coordinate leadership meetings across medical policy and operations teams.
• Prepare, edit, and format executive materials, minutes, and reports.
• Summarize information from stakeholders to support decision making.
• Track action items and follow up on deadlines with escalation as needed.
• Screen and route inquiries, maintaining confidentiality and policy alignment.
• Support budget tracking, invoices, POs, and vendor coordination.
• Coordinate travel, registrations, logistics, and meeting space for VP and team.
• Serve as liaison with internal departments and external partners.
• Assist with onboarding, access requests, and SharePoint organization.
• Identify and implement workflow improvements for efficiency.

Skills

Calendar management

Executive support

Communication

Discretion

Time management

Coordination

Education

High school diploma or equivalent

Undergraduate degree preferred

Tools

Microsoft Office

Outlook

PowerPoint

Teams

SharePoint

Job description

Bring your drive for excellence, teamwork, and customer commitment to Independence. Join us as we renew and reimagine the future of health care. Together we will achieve our mission to enhance the health and wellbeing of the people and communities we serve.

The Executive Assistant provides administrative, operational support to the vice president (VP) of Medical Management & Med Policy while maintaining confidentiality. This role serves as a trusted partner to the VP and supports the effective functioning of the medical management leadership team, including calendar and meeting management, preparation of executive materials, coordination of confidential communications, and followthrough on key operational priorities. The incumbent must exercise sound judgment, discretion, professionalism, and initiative while working in a highly regulated healthcare environment that includes medical policy, utilization management, regulatory, provider, and enterprise leadership activities.

The ideal candidate is highly organized, proactive, detail oriented, and able to manage competing priorities in a fastpaced executive setting. This individual must be comfortable interacting with senior leaders, physicians, clinical teams, external partners, and crossfunctional stakeholders while maintaining the highest level of confidentiality and customerfocused professionalism.

Key Responsibilities

• Maintain and proactively manage the VP's calendar, including prioritizing meetings, resolving scheduling conflicts, preparing agendas, and ensuring appropriate materials are available in advance.
• Coordinate meetings for the medical management and medical policy leadership teams, including providerfacing forums, internal clinical operations meetings, regulatory discussions, committee meetings, and crossfunctional workgroups.
• Prepare, edit, proofread, and format executive correspondence, presentations, reports, meeting materials, agendas, minutes, tracking logs, and other documents with attention to accuracy, tone, confidentiality, and deadlines.
• Collect, organize, and summarize information from internal stakeholders to support decisionmaking, followup actions, departmental reporting, and leadership communications.
• Track action items, deadlines, deliverables, and followups for the VP and leadership team, ensuring timely completion and appropriate escalation when needed.
• Scree, prioritize, and route inquiries, requests, and correspondence using professional judgment and knowledge of departmental priorities, policies, and procedures, escalating issues as appropriate.
• Support coordination of activities related to medical policy, utilization management, appeals/grievances, quality, regulatory readiness, audit support, provider engagement, and enterprise initiatives as directed.
• Maintain confidential files, records, reports, organizational charts, contact lists, meeting materials,and other departmental documentation in accordance with company policies and applicable privacy and compliance expectations.
• Assist with budget tracking, invoice processing, check requests, purchase orders, expense reports, vendor coordination, and other administrative financial processes for the department.
• Coordinate travel, conference registration, logistics, meeting space, technology needs, visitor arrangements, and related support for the VP and team members as needed.
• Serve as a liaison between the VP's office and internal departments, clinical leaders, physicians, external stakeholders, vendors, and other business partners.
• Support onboarding logistics, access requests, equipment coordination, SharePoint or shareddrive organization, and other administrative needs for the medical management leadership team.
• Identify opportunities to improve administrative workflows, standardize documentation, streamline meeting processes, and enhance operational efficiency across the department.
• Provide direction, guidance, or informal support to other administrative staff as needed to promote consistency, professionalism, and alignment with departmental practices.

Qualifications

• High school diploma or equivalent required; undergraduate degree preferred.
• Minimum of six years of progressively responsible administrative assistant experience in a large corporation, healthcare, managed care, or health plan environment; at least two years supporting seniorlevel management or executive leadership required.
• Demonstrated experience supporting senior leaders in a confidential, fastpaced, and highly visible environment.
• Strong understanding of executive office protocol, business decorum, professional communication, confidentiality, and organizational discretion.
• Excellent written and verbal communication skills, including the ability to draft, edit, proofread, and format executivelevel materials.
• Advanced proficiency with Microsoft Office products, including Outlook, Word, basic Excel, PowerPoint, Teams, SharePoint.
• Strong organizational, prioritization, and timemanagement skills, with the ability to manage multiple competing priorities, deadlines, and stakeholders.
• Demonstrated ability to work independently, anticipate needs, exercise sound judgment, and follow through on assignments with minimal direction.
• Experience coordinating complex meetings, preparing materials, documenting minutes, tracking action items, and supporting followup activities.
• Ability to interact professionally with physicians, clinical leaders, executives, providers, vendors, and crossfunctional business partners.
• Experience handling confidential healthcare, operational, regulatory, or business information preferred.
• Knowledge of health plan operations, utilization management, medical policy, quality, regulatory, or providerfacing functions preferred.
• Detail oriented, flexible, proactive, customer focused, and able to adapt quickly to changing priorities.

Hybrid

Independence has implemented a "Hybrid" model which consists of Associates working in the office 3 days a week (Tuesday, Wednesday & Thursday) and remotely 2 days a week (Monday & Friday). This role is designated as a role that fits into the "Hybrid" model. While associates may work remotely on our designated remote days, the work must be performed in the TriState Area of Delaware, New Jersey or Pennsylvania.

IBX is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to their age, race, color, religion, sex, national origin, sexual orientation, protected veteran status, or disability.

Must have an Android or iOS device which is compatible with the free Microsoft Authenticator app.