Manager, Executive Office & Operations

HMSA•Honolulu, HI

About The Position

This role provides comprehensive, high-touch executive support to the President, serving as a trusted partner who anticipates needs, independently resolves issues, protects executive focus, and ensures readiness for each commitment. The position strategically manages a complex and rapidly changing calendar by evaluating business priority, urgency, stakeholder impact, preparation requirements, travel time, and adequate transition and break time. It involves preparing complete briefing materials for meetings and engagements, managing complex executive travel and itineraries, and providing responsive support outside standard business hours when required. The role also involves drafting, editing, and coordinating sensitive executive correspondence, presentations, talking points, reports, briefing documents, and strategic communications. Additionally, it provides administrative and operational support for the Board of Directors and its committees, maintains governance records, and plans and executes board, executive, and leadership meetings or offsites. The Manager will lead, supervise, coach, and develop Executive Office staff, manage Executive Office workforce activities in partnership with Human Resources, and develop and administer the Executive Office operating budget. The role oversees business office operations, facilities coordination, supplies, records, access, visitor protocols, and service standards. It also leads and coordinates cross-functional projects and special initiatives, maintains integrated action, decision, risk, and deadline tracking, and coordinates the forward-looking executive planning calendar. Finally, the role leads the modernization of Executive Office workflows through responsible adoption of AI-enabled productivity and generative AI tools, automation, shared workspaces, templates, and standardized practices, and establishes and sustains effective use of Microsoft 365.

Requirements

Bachelor's degree in business administration, communications, health care administration, project management, or a related field; or an equivalent combination of education and directly related work experience.
Eight years of progressively responsible executive support, executive operations, business management, project management, or related experience, including at least three years leading administrative or support staff.
Exceptional executive-level written and verbal communication skills, including strategic writing, editing, synthesis, presentation development, and adaptation of complex content for board, executive, employee, and external audiences.
Demonstrated ability to design and implement executive operating rhythms, project plans, governance processes, service standards, metrics, controls, and efficient administrative systems.
Advanced project and program coordination skills, including scope definition, work planning, milestone and dependency management, risk and issue escalation, decision tracking, and executive reporting.
Working knowledge of budget planning, forecasting, expense management, purchasing, vendor and contract coordination, and workforce administration.
Knowledge of board and committee operations, executive protocols, records and information management, and handling of highly sensitive and confidential information.
Understanding of health insurance or medical operations and the regulatory, member, provider, and community context in which a health plan operates.
Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, OneDrive, and collaborative file-sharing and document-management practices.
Demonstrated ability to create polished executive and board-level PowerPoint presentations and to administer virtual and hybrid meeting technologies.
Practical experience applying automation and generative AI tools to improve executive office productivity, content development, meeting preparation, knowledge management, and workflow efficiency, with appropriate attention to accuracy, confidentiality, security, and human review.

Responsibilities

Provide comprehensive, high-touch executive support to the President, serving as a trusted partner who anticipates needs, independently resolves issues, protects executive focus, and ensures readiness for each commitment.
Strategically manage a complex and rapidly changing calendar by evaluating business priority, urgency, stakeholder impact, preparation requirements, travel time, and adequate transition and break time.
Prepare complete briefing materials for meetings and engagements, including agendas, biographies or background information, decision points, talking points, presentations, directions, transportation details, and required follow-up.
Manage complex executive travel and itineraries, including air and ground transportation, lodging, meeting coordination, contingency planning, and real-time support when schedules change.
Provide responsive support outside standard business hours when required by executive, board, travel, event, or urgent business needs.
Draft, edit, and coordinate sensitive executive correspondence, presentations, talking points, reports, briefing documents, and strategic communications for internal and external audiences.
Provide administrative and operational support for the Board of Directors and its committees and subcommittees in partnership with the Chief of Staff, executive leadership, Legal, and other accountable functions.
Coordinate annual calendars, agendas, board and committee materials, secure portal submissions, meeting logistics, executive preparation, action tracking, and post-meeting follow-through.
Maintain governance records, deadlines, and decision or action-item tracking with a high degree of accuracy, confidentiality, and judgment.
Plan and execute board, executive, and leadership meetings or offsites, including venue selection, budgets, contracts, participant communications, materials, technology, transportation, meals, and on-site support.
Lead, supervise, coach, and develop Executive Office staff, including Executive Assistants supporting senior officers; establish service standards, performance expectations, development plans, workload allocation, and backup coverage.
Manage Executive Office workforce activities in partnership with Human Resources, including selection, onboarding, goal setting, performance management, development, compensation recommendations, succession and coverage planning, and employee relations support within assigned authority.
Develop and administer the Executive Office operating budget; forecast expenses, monitor actuals, process and approve invoices within delegated authority, manage vendors and contracts, and identify resource and cost-management opportunities.
Oversee business office operations, facilities coordination, supplies, records, access, visitor protocols, and service standards to ensure a professional, secure, and highly responsive Executive Office.
Create a consistent operating model, standard work, metrics, and quality controls for executive support across the senior leadership team.
Lead and coordinate cross-functional projects and special initiatives sponsored by the President, Chief of Staff, or other Senior Leaders, establishing scope, work plans, milestones, dependencies, risks, decision points, and accountability for deliverables.
Maintain integrated action, decision, risk, and deadline tracking; proactively identify issues, escalate barriers, and drive timely follow-through across senior leaders and project teams.
Coordinate the forward-looking executive planning calendar for the organization, anticipating annual governance cycles, strategic planning, operating reviews, major communications, community engagements, and other enterprise milestones.
Prepare concise executive status reports, decision briefs, dashboards, and meeting materials that synthesize complex information and enable timely decisions.
Assist in planning and execution of executive, board, and leadership offsites and other high-profile events, from objectives and agenda design through logistics, budget, vendor management, and after-action follow-up.
Lead modernization of Executive Office workflows through responsible adoption of HMSA approved AI-enabled productivity and generative AI tools, automation, shared workspaces, templates, and standardized practices.
Establish and sustain effective use of Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, OneDrive, and collaborative file-sharing practices, to improve access, version control, communication, and continuity.
Develop high-quality executive and board presentations in PowerPoint, translating strategic concepts, operating information, and recommendations into clear, audience-appropriate narratives and visuals.
Assess administrative processes and service delivery, identify opportunities for simplification and automation, and lead change management, training, adoption, and continuous improvement.
Establish appropriate protocols for security, confidentiality, records management, and human review when using collaboration, automation, and AI-enabled tools.
Performs all other miscellaneous responsibilities and duties as assigned or directed.