Executive Assistant - REMOTE

Molina Healthcare, Inc.; United States; Remote; USD 50,000 - 85,000; Full time

Job summary

Molina Healthcare, Inc. is seeking a high-performing executive assistant to provide sophisticated administrative support to designated health plan leadership. The role entails calendar management, executive outreach, travel planning, and confidential handling of sensitive information.

You will coordinate presentations, support strategic projects, and ensure effective communications with internal and external stakeholders across a matrixed organization.

Qualifications

• At least 4 years of progressive administrative support experience, or equivalent combination of relevant education and experience.
• Experience managing leadership/executive calendars/scheduling meetings.
• Strong organizational, time-management, and proofreading skills, and excellent attention to detail.
• High level of professionalism, discretion, and confidentiality.
• Strong team-player and high emotional intelligence/maturity.
• Proven ability to work independently and complete deliverables in a deadline driven environment.
• Strong problem-solving skills, and ability to proactively anticipate executive needs.
• Project management experience.
• Ability to work cross-functionally across a highly matrixed organization, and interact professionally with high-level internal/external stakeholders.
• Excellent interpersonal and verbal/written communication skills.
• Advanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (Teams, Zoom, Webex).

Responsibilities

• Manages plan president/functional leader/senior leadership calendars, schedules meetings, and prioritizes urgent requests; anticipates leadership needs and proactively seeks opportunities to maximize time/priorities of executive leadership.
• Represents as the primary point of contact between the plan president or functional leader, board of directors, senior leadership, and external stakeholders (regulators, providers, vendors, community partners, etc.).
• Collaborates with senior leadership to keep the plan president/function leadership/senior leadership apprised of pertinent information such as schedules/issues, and tracks needs, priorities, and follow-up items.
• Drafts, edits, and proofreads confidential correspondence, presentations and reports.
• Collaborates with senior leaders to collect and assemble information for presentations, projects and strategic planning.
• Oversees board of director meeting preparations including scheduling, agendas, documentation, etc. as applicable.
• Arranges detailed travel itineraries and coordinates meeting and event logistics, including preparing agendas, facilitating meeting room/technology set-up, taking minutes, coordinating catering/vendors, etc.
• Reconciles senior leadership corporate credit card statements.
• May support the design and development of program components, coordination of work, program/project metric tracking, and ongoing process improvements across third-party vendors/internal staff to execute against health plan/functional program requirements.
• May conduct training, prepare budgeting, facilitate project scheduling, and generate reporting.
• May conduct research, coordinate compilation of data, and analyze data to prepare standard and ad hoc reports, spreadsheets, charts, and graphs.
• Serves as recording secretary for committee(s); schedules meetings, distributes materials, records and transcribes meeting minutes.
• Represents as the administrative representative for the health plan/functional senior leadership team; interacts effectively and professionally with diverse populations, including high-level internal/external stakeholders.
• Researches, prioritizes, and follows up on issues and concerns, including those of a sensitive or confidential nature.
• Maintains confidentiality of all personal and proprietary information, including knowledge of appropriate course(s) of action, referral, and/or response.
• Pre-screens/responds to leadership emails as requested.
• Manages all administrative functions and day-to-day administrative operations of the senior leadership team including correspondence, routine document preparation, file management, office supply ordering, etc.
• Maintains organizational charts and contact databases.
• Assists with special projects, and researches/follows up on action items to ensure deadlines are met.

Skills

Executive calendar management

Organization & time management

Discretion & confidentiality

Communication skills

Problem solving

Project management

Cross-functional collaboration

MS Office proficiency

Tools

Microsoft Office

Teams/Zoom/Webex

Job description

JOB DESCRIPTION

Job Summary

Provides high-level administrative support to designated health plan president or functional business leader. Serves as a liaison to senior leadership, coordinates executive outreach and internal/external relations, and supports administration of various programs, projects and assignments aligned with health plan/functional processes and services. Facilitates general administrative support including routine document preparation and correspondence, calendar/meeting scheduling, travel and event arrangements, expense reporting, supply management, and other administrative needs. Maintains confidentiality related to high-level business strategy, systems, and operations.

Essential Job Duties

• Manages plan president/functional leader/senior leadership calendars, schedules meetings, and prioritizes urgent requests; anticipates leadership needs and proactively seeks opportunities to maximize time/priorities of executive leadership.
• Represents as the primary point of contact between the plan president or functional leader, board of directors, senior leadership, and external stakeholders (regulators, providers, vendors, community partners, etc.).
• Collaborates with senior leadership to keep the plan president/function leadership/senior leadership apprised of pertinent information such as schedules/issues, and tracks needs, priorities, and follow-up items.
• Drafts, edits, and proofreads confidential correspondence, presentations and reports.
• Collaborates with senior leaders to collect and assemble information for presentations, projects and strategic planning.
• Oversees board of director meeting preparations including scheduling, agendas, documentation, etc. as applicable.
• Arranges detailed travel itineraries and coordinates meeting and event logistics, including preparing agendas, facilitating meeting room/technology set-up, taking minutes, coordinating catering/vendors, etc.
• Reconciles senior leadership corporate credit card statements.
• May support the design and development of program components, coordination of work, program/project metric tracking, and ongoing process improvements across third-party vendors/internal staff to execute against health plan/functional program requirements.
• May conduct training, prepare budgeting, facilitate project scheduling, and generate reporting.
• May conduct research, coordinate compilation of data, and analyze data to prepare standard and ad hoc reports, spreadsheets, charts, and graphs.
• Serves as recording secretary for committee(s); schedules meetings, distributes materials, records and transcribes meeting minutes.
• Represents as the administrative representative for the health plan/functional senior leadership team; interacts effectively and professionally with diverse populations, including high-level internal/external stakeholders.
• Researches, prioritizes, and follows up on issues and concerns, including those of a sensitive or confidential nature.
• Maintains confidentiality of all personal and proprietary information, including knowledge of appropriate course(s) of action, referral, and/or response.
• Pre-screens/responds to leadership emails as requested.
• Manages all administrative functions and day-to-day administrative operations of the senior leadership team including correspondence, routine document preparation, file management, office supply ordering, etc.
• Maintains organizational charts and contact databases.
• Assists with special projects, and researches/follows up on action items to ensure deadlines are met.

Required Qualifications

• At least 4 years of progressive administrative support experience, or equivalent combination of relevant education and experience.
• Previous experience managing leadership/executive calendars/scheduling meetings.
• Strong organizational, time-management, and proofreading skills, and excellent attention to detail.
• High level of professionalism, discretion, and confidentiality.
• Strong team-player and high emotional intelligence/maturity.
• Proven ability to work independently and complete deliverables in a deadline driven environment.
• Strong problem-solving skills, and ability to proactively anticipate executive needs.
• Project management experience.
• Ability to work cross-functionally across a highly matrixed organization, and interact professionally with high-level internal/external stakeholders.
• Excellent interpersonal and verbal/written communication skills.
• Advanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (Teams, Zoom, Webex).

Preferred Qualifications

• Experience providing administrative support to senior level leadership.
• Administrative support experience in a large organization.
• Insurance industry/health care experience.

Molina Healthcare offers a competitive benefits and compensation package.

Molina Healthcare is an Equal Opportunity Employer (EOE) M/F/D/V