Senior Executive Admin

Blue Cross Blue Shield of Minnesota•Eagan, MN

12h•Hybrid

About The Position

In this role you'll serve as a trusted partner to a senior executive leader (c-suite) while supporting work that impacts employees, leaders, and teams across the organization. You'll manage a wide range of responsibilities, from executive scheduling and meeting preparation to supporting leadership priorities and coordinating activities across teams and stakeholders. Success in this role requires exceptional judgment, attention to detail, discretion, and the ability to anticipate needs while balancing multiple priorities. You'll help ensure leaders have the information, resources, and support needed to focus on what matters most, while serving as a reliable point of coordination for colleagues and partners across the organization. If you take pride in creating order from complexity, thrive in a high-trust environment, and enjoy supporting executive leaders through exceptional service, professionalism, and execution, we encourage you to apply.

Requirements

2+ years of experience in related role or 1+ years internal experience.
High school diploma (or equivalent)

Nice To Haves

Bachelor's degree in Business, Communications or related field, highly preferred
Prior experience supporting c-suite executives in a mid-to large enterprise organization
Proven ability to represent an executive's office professionally with senior leaders, board members, and external partners
Demonstrated ability to anticipate executive needs, exercise independent judgment, and influence outcomes without direct authority
Experience preparing executive-level meeting materials, board presentations, leadership reports, briefing documents, and talking points
Prior experience synthesizing information from multiple stakeholders into concise executive summaries
Ability to drive accountability and follow-through without direct authority
Advanced proficiency in Microsoft 365 (Outlook, Teams, PowerPoint, Excel, Word)
Background organizing work across multiple tasks, balancing competing priorities, and managing time to ensure consistent delivery and quality
Prior experience handling highly confidential and sensitive employee and management information
Experience with project management tools

Responsibilities

Provide administrative support for a member of the Executive Leadership Team ensuring routine and complex matters are handled in a timely and professional manner.
Interact and communicate professionally on all appropriate business priorities at an executive level and with all levels of internal employees and external contacts.
Partner with executive admin and admin assistant teams to streamline and standardize processes and procedures, utilizing technology to improve the efficiency of the role.
Act as a backup for peers when needed.
Proactively managing all calendar items, ensuring invitations are sent timely and accurately.
Scheduling meetings with appropriate audiences, managing responses, resolving conflicts, coordinating tasks such as contacting participants, preparing agendas, taking and distributing minutes.
Ensuring that knowledge and understanding of the technology used in department meetings and presentations is mastered, including video and teleconferencing platforms, mobile devices, laptops, etc. so that assistance calls, set-up, and troubleshooting can be resolved immediately.
Ensuring that all arrangements for any corporate sponsored, industry, and internal events are completed including travel, room reservations, registration, speaking engagements, etc. through collaboration with internal and/or external teams.
Ensuring that all expense reimbursements and invoice processing requests are completed in a timely manner and in accordance with financial policies.
Booking and managing all travel requests including airfare, hotel, ground transportation, dining reservations. Ensuring information is readily available per the leader’s preferences.
Developing reports and presentations using the appropriate templates as requested. Proofreading for acceptability prior to providing to the requestor. Distributing as directed.
Processing email, US mail, packages, etc. based on agreed upon access with the leader. Routing correspondence or action items to appropriate staff and requesting action/information on behalf of the leader. Initiating follow-up to ensure action was taken as appropriate by the receiving party.
Where applicable, attending meetings, taking minutes, and reporting on action items as needed. Preparing and maintaining correspondence and documents.
Working with HR to onboard assigned new leaders as needed. Completing appropriate forms and needs as a part of the onboarding process.
Must maintain strict confidentiality of information obtained through all communication methods.
Directing and mastering a prioritization system for email, mail, voicemail, and meetings to bring high-priority items forward for interactive dialogue and direction. Rapidly handling or delegating the low priority workflow activities to the EA team and/or Admin Advisor Group.
Performs additional responsibilities consistent with the scope and level of the role, as assigned.