Executive Assistant - Hybrid (PA/NJ/DE)

Independence Blue Cross; Philadelphia (Philadelphia County); Hybrid; USD 70,000 - 100,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

Independence Blue Cross is seeking an Executive Assistant to provide confidential administrative and operational support to the VP of Medical Management & Med Policy. You will manage calendars, prepare executive materials, coordinate confidential communications, and drive key operational priorities in a regulated healthcare environment.

The ideal candidate is highly organized, proactive, and able to interact with senior leaders, physicians, and cross-functional teams while maintaining discretion

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 senior-level management or executive leadership required.
• Demonstrated experience supporting senior leaders in a confidential, fast-paced, and highly visible environment.
• Strong understanding of executive office protocol, business decorum, confidentiality, and organizational discretion.
• Excellent written and verbal communication skills, including the ability to draft, edit, proofread, and format executive-level materials.
• Advanced proficiency with Microsoft Office products, including Outlook, Word, basic Excel, PowerPoint, Teams, SharePoint.

Responsibilities

• Maintain and proactively manage the VP’s calendar, including prioritizing meetings, resolving scheduling conflicts, preparing agendas, and ensuring materials are available.
• Coordinate meetings for medical management and medical policy leadership teams, including provider-facing forums and cross-functional meetings.
• Prepare, edit, proofread, and format executive materials, agendas, minutes, and reports with accuracy and confidentiality.
• Collect, organize, and summarize information from internal stakeholders to support decision-making and leadership communications.
• Track action items, deadlines, and follow-ups, escalating as needed.
• Screen, prioritize, and route inquiries and correspondence with professional judgment.
• Support coordination of medical policy, utilization management, regulatory readiness, and enterprise initiatives.
• Maintain confidential files and records in compliance with privacy policies.
• Assist with budget tracking, invoice processing, purchase orders, expense reports, and vendor coordination.
• Coordinate travel, conference registration, and logistics for VP and team members.
• Act as liaison between VP’s office and internal departments, clinicians, external partners, and vendors.
• Support onboarding logistics and SharePoint/shared-drive organization for the leadership team.
• Identify opportunities to improve administrative workflows and standardize documentation.
• Provide direction or informal support to administrative staff to promote consistency.

Skills

Executive support

Time management

Discretion & confidentiality

Professional communication

Interpersonal skills

Education

High school diploma or equivalent

Undergraduate degree preferred

Tools

Microsoft Office

Outlook

Word

Excel

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 well-being 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 follow-through 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 fast-paced executive setting. This individual must be comfortable interacting with senior leaders, physicians, clinical teams, external partners, and cross-functional stakeholders while maintaining the highest level of confidentiality and customer-focused 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 provider-facing forums, internal clinical operations meetings, regulatory discussions, committee meetings, and cross-functional 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 decision-making, follow-up actions, departmental reporting, and leadership communications.
• Track action items, deadlines, deliverables, and follow-ups 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 materialsand 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 shared-drive 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 senior-level management or executive leadership required.
• Demonstrated experience supporting senior leaders in a confidential, fast-paced, 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 executive-level materials.
• Advanced proficiency with Microsoft Office products, including Outlook, Word, basic Excel, PowerPoint, Teams, SharePoint.
• Strong organizational, prioritization, and time-management 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 follow-up activities.
• Ability to interact professionally with physicians, clinical leaders, executives, providers, vendors, and cross-functional business partners.
• Experience handling confidential healthcare, operational, regulatory, or business information preferred.
• Knowledge of health plan operations, utilization management, medical policy, quality, regulatory, or provider-facing 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 Tri-State 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.

Inclusion and Belonging

At IBX, everyone can feel valued, supported, and comfortable to be themselves, and all associates have a fair opportunity to achieve their full potential. We put these principles into action every day by acting with integrity and respect. Celebrating and embracing diverse thoughts and perspectives that make up our workforce means our company is more vibrant, innovative, and better able to support the people and communities we serve.

About Our Company

Serving more than 8 million people nationwide, including 2.5 million in southeastern Pennsylvania, Independence Health Group — together with its subsidiaries — is the leading health insurance organization in the Philadelphia region. Our mission to build healthier lives for you, your family, and your employees shapes our actions and decisions every day.

At Independence, we see each of our members as an individual, with unique needs and concerns. We’re dedicated to harnessing the very latest ideas and technologies to deliver access to care that meets those needs and surpasses your expectations. For more information about Independence access our website at www.ibx.com . We’re revolutionizing health care, and our focus is on you!

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.