Executive Assistant to Key Officer

Excellus BCBS; City of Rochester (NY); Hybrid; USD 90,000 - 120,000; Full time

Job summary

Excellus BCBS in Rochester, NY seeks an Executive Assistant to Key Officer (CHRO) to provide advanced administrative, strategic, and operational support to senior executives. The role manages complex calendars, internal/external communications, and logistics for meetings, travel, and initiatives.

The position is hybrid with on-site work in Rochester and occasional travel to regional locations. Candidates should have strong judgment, discretion, and the ability to align daily activities with

Qualifications

• Seven (7) years of progressive administrative related experience required.
• Experience supporting executive leadership preferred.
• Advanced proficiency in Microsoft Office Suite and collaboration tools.

Responsibilities

• Provides high-level administrative support to Key Corporate Officers and manages day-to-day office activities.
• Manages highly complex calendars and schedules for executives.
• Coordinates travel arrangements and executive-level events.
• Prepares executive-level reports and tailored board briefings/talking points.
• Supports ELT readiness and maintains meeting materials and action-item tracking.

Skills

Executive support

Calendar management

Travel coordination

Confidentiality

Communication skills

Education

Advanced admin certification

Bachelor's degree preferred

Notary Public license preferred

Tools

Microsoft Office

Teams

SharePoint

AI Agent

Job description

Executive Assistant to Key Officer (CHRO)

Location Rochester, New York, United States of America Category Corporate Services Job Id JR104122 Job Type Full time Posted Date 10/05/2026

Summary
This is a hybrid position. Candidates are expected to work on-site in Rochester periodically (0-2 days per week on average). The selected candidate must also be willing and able to travel occasionally (approximately 2-3 times per year) 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.

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