Executive Assistant - COO

Western Growers Family of Companies•Irvine, CA

3d•Hybrid

About The Position

A high-level position that provides executive administrative support for the Chief Operating Officer of a multiple employer welfare arrangement (MEWA) health plan and its affiliated business lines. The Executive Assistant will consistently interface with the Chief Operating Officer’s direct reports. This position serves as the first point of contact for the Executive on matters relating to the administration of various operational areas including assistance in managing incoming inquiries including scheduling, email filtering, time management, the management of projects and initiatives, and associated executive administrative duties ensuring all internal and external customers’ needs are met. This position will liaise and maintain strong, effective communication with external and internal members and various organizations.

Requirements

Bachelor's degree (BA/BS) in business, communications, or a related field and/or a minimum of six (6) to eight (8) year's experience in executive-level administration in a mid to large-sized operation preferred.
Exceptional written and verbal communication skills.
Strong ability to multitask, prioritize (equally competing demands), organize resources, set expectations, and meet deadlines under pressure.
Advanced computer literacy, including MS Office Suite.
Highly skilled at responding to requests expeditiously throughout the day, as required.
Demonstrated ability to maintain and monitor projects, work hours, budgets, and expenditures.
Ability to problem-solve, perform quantitative and qualitative research and possess quality analytical skills.
Experienced in thinking critically, self-starting projects/tasks, and working independently in a cross-functional team environment.

Nice To Haves

Prior experience in the health benefits arena is highly desired.
Certification(s) in project management or equivalent work experience, preferred.

Responsibilities

Manage the Executive’s complex calendaring and e-mail needs. This requires scheduling meetings, preparing the necessary meeting agendas, materials and minutes as well as coordinating with internal and external clients.
Maintain contact information on behalf of Executive including Board of Trustees and Executive Committee members.
Ensure all meeting materials, presentations and any pertinent information are submitted to Executive in advance of meetings for his review and comment.
Draft, formulate, and enhance communications on behalf of the Chief Operating Officer.
Prepare Executives expense report for their review and approval as well as reviews expenses of direct reports.
Create ad-hoc reports for Executive and department management as needed.
Assist Executive, his direct management reports and line staff in the documentation of programs and processes.
Support company request for proposals (RFP) for perspective company bids. This includes locating new potential vendors to streamline company processes.
Manage, prepare and reconcile expense reports for submission to accounting using the Commercial Expense Reporting (CCER) online system and check requests.
Order supplies for the department ensuring conference room(s) are clean and stocked with the necessary food and beverages for both internal and external customers.
Coordinate, plan and execute two (2) or three (3) WGAT Board of Trustees meetings per fiscal year, including presentation development.
Assist with the presentation development of four (4) Executive Committee meetings a fiscal year.
Coordinate, plan and execute two (2) to three (3) divisional meetings (WG Health and PCMI employee meetings) a fiscal year, including presentation development.
Assist in the planning and execution of Strategic Planning Meetings.
Assists in the coordination of industry-related events and helps identify opportunities to promote the company’s brand and presence in the market
Record, review, and maintain Board meeting minutes.
Using the latest technology related to Artificial Intelligence (AI) software apply new knowledge to the job.
Process Information by compiling, categorizing, and verifying information or data pertinent to the Executive.
Document and record information by entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Participate in project teams to assist in the development, management, and implementation of company initiatives.
Manage projects including planning, execution, status reporting and risk management
Coordinate internal and external resource meetings to develop project scopes, objectives, feasibility and timelines.
Track progress and review project tasks to make certain milestones are being met appropriately.
Support in the creation of documentation, templates and reports.
Analyze data to address operational challenges.
Provide regular project status reports to management and report any schedule variances.
Utilize all capabilities to satisfy one mission — to enhance the competitiveness and profitability of our members. Do everything possible to help members succeed by being curious and striving to understand what others are trying to achieve, planning and executing work in a helpful and collaborative manner, being willing to adjust efforts to ensure that work and attitude are helpful to others, being self-accountable, creating positive impact, and being diligent in delivering results.
All other duties as assigned.