Executive Assistant to Key Officer

Excellus Health Plan Inc.; City of Rochester (NY); Hybrid; USD 71,000 - 114,000; Full time

Job summary

Excellus Health Plan Inc. is seeking an Executive Assistant to Key Officers in Rochester. This hybrid role requires on-site work 1-2 days per week with occasional travel to Syracuse, Buffalo, Utica, and Albany for meetings and events.

You will manage highly confidential information, maintain complex calendars, coordinate executive travel, and prepare board-ready materials while partnering with senior leadership to align daily work with strategic priorities.

Qualifications

• Seven (7) years of progressive administrative related experience required.
• Experience supporting executive leadership preferred.
• Advanced proficiency in Microsoft Office Suite and collaboration tools.
• Exceptional organizational and prioritization skills in fast-paced environments.
• Advanced planning and critical thinking abilities.
• Strong customer service, problem solving, and time management skills.
• Proven ability to influence, coordinate, and solve problems independently.
• Demonstrated leadership and mentoring capabilities.
• Discretion in handling confidential information and executive matters.
• Ability to act on behalf of the executive within established boundaries.
• Understanding of board protocols and executive decision processes.
• Attention to detail at an advanced level.

Responsibilities

• Provides high-level administrative support to Key Corporate Officers and oversees office activities.
• Manages multiple complex calendars and competing deadlines.
• Coordinates domestic travel, meetings, and executive events.
• Performs independent research and data analysis as needed.
• Prepares executive materials, board briefs, and meeting pack / slide decks.
• Supports ELT readiness: agendas, minutes, and post-meeting summaries.
• Acts as admin liaison to the board and maintains confidentiality.
• Supports strategic workstreams and cross-functional projects.
• Leads administrative workflows and mentors staff.
• Drives post-meeting follow-through and maintains executive momentum.

Skills

Executive support

Calendar management

Travel coordination

Discretion & confidentiality

Strong communication

Mentoring capabilities

Strategic/operational support

Education

High School Diploma or GED

Advanced administrative / project management certification

Bachelor's degree in a related field (preferred)

NYS Notary Public License (preferred)

Tools

Microsoft Office Suite

Teams

SharePoint

AI Agent

Job description

Job Description:

Summary

This is a hybrid position. Candidates are expected to work on-site in Rochester approximately 1-2 days per week on average. The selected candidate must also be willing and able to travel occasionally to other regional locations, including Syracuse, Buffalo, Utica, and Albany, for meetings, annual business events, and other organizational activities as needed.

The Executive Assistant to Key Officer provides advanced administrative, strategic, and operational support to key officers and senior executives, enabling the effective execution of organizational and leadership priorities. Serving as a trusted partner and liaison, this role manages highly complex calendars and schedules, coordinates high-level internal and external communications, and oversees logistics for executive meetings, travel, and critical initiatives. The Executive Assistant regularly handles sensitive and confidential information, prepares executive-level materials and briefings, and supports decision-making through thoughtful organization and attention to detail. This position requires exceptional judgment, discretion, and the ability to anticipate executive needs, streamline workflows, and align daily activities with broader business objectives, allowing leaders to operate efficiently and focus on strategic outcomes.

Essential Accountabilities

• Provides high-level administrative support to Key Corporate Officers, overseeing day-to-day activities of the office and division.
• Manages multiple highly complex calendars, competing priorities, projects and competing deadlines.
• Coordinates and oversees domestic travel arrangements, meetings, and executive and divisional events.
• As assigned, provides independent research, the compilation or analysis of data for the review and may require selection of data from several sources.
• Prepares executive-level reports, tailored board briefings/talking points, presentations preparations, and meeting materials.
• Supports ELT readiness: review agendas/minutes, ensures materials completeness, blocks calendars for executive prep time, tracks decisions/action items, issues post meeting summaries, and aligns with ELT and HPET administrative partners.
• Act as an administrative liaison to the board of directors. Manages relationships with Board of Directors and maintains discretion and confidentiality in relationships with all board members.
• Supports strategic initiatives workstreams and organizational changes - stakeholder readiness, communications, and cross functional dependency tracking.
• Independently manages sensitive and confidential information.
• Acts on behalf of the executive with high judgment and discretion - protecting executive time and brand while proactively identifying risks, gaps, and operational improvements.
• Leads administrative workflows and serves as a subject-matter expert across the organization.
• Drives post meeting follow through (owners, due dates, closure) and maintains momentum when the executive is out of office.
• Assists with the management, organization and prioritization of executive inbox.
• Supports divisional and organization wide strategic initiatives and cross-functional projects.
• Collaborates with peers to share standards, shared practices, steward office operations and mentoring the administrative community.
• Provides high level executive administrative support to additional key executive officers as needed.
• Trains, mentors, and provides functional guidance to organizational administrative staff.
• Proactively identifies risks, gaps, and operational improvements.
• 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.
• Consistently handles sensitive and confidential information with discretion.

Minimum Qualifications:

NOTE: We include multiple levels of classification differentiated by demonstrated knowledge, skills, and the ability to manage increasingly independent and/or complex assignments, broader responsibility, additional decision making, and in some cases, becoming a resource to others. In addition to using this differentiated approach to place new hires, it also provides guideposts for employee development and promotional opportunities.

All Levels

• Seven (7) years of progressive administrative related experience required. Experience supporting executive leadership preferred.
• HSD or GED required. An advanced administrative, business, or project management certification and/or bachelor's degree in a related field preferred.
• NYS Notary Public License preferred.
• Advanced proficiency in Microsoft Office Suite and collaboration tools (Teams, SharePoint, AI Agent etc.).
• Exceptional organizational and prioritization skills within a fast-paced environments.
• Advanced organizational, planning, and critical thinking skills.
• Advanced customer service, problem solving, time management and customer relations knowledge.
• Advanced interpersonal and written and verbal communication skills.
• Proven advanced ability to influence, coordinate, and problem-solve independently.
• Demonstrated functional leadership and mentoring capabilities.
• Advanced judgment and discretion skills. Ability to maintain discretion, handle highly confidentiality and manage sensitive situations throughout the organization.
• Ability to act on behalf of the executive within understood boundaries.
• Intermediate understanding of board protocols and executive-level decision processes.
• 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.

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

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.

Compensation Range(s):

Grade N10: Minimum: $70,720 - Maximum: $114,400

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 Excellus Talent Acquisition team. This decision is made on a case-by-case basis.