Executive Assistant - HR & IT

Job Description

Job Description

Delta Dental of Missouri is seeking a highly organized and proactive Executive Assistant to support our Chief People Officer and Chief Information & Digital Officer. In this pivotal role, you'll manage executive calendars, coordinate meetings and travel, prepare presentations and reports, and serve as a trusted partner in a fast-paced, collaborative environment. Success in this role requires exceptional attention to detail, sound judgment, and the ability to handle highly confidential information with professionalism and discretion. If you thrive on keeping senior leaders organized, connected, and focused on what matters most, we'd love to hear from you.

Position Summary

Perform administrative functions for the Chief People Officer and Chief Information and Digital Officer. Provide back-up for other Executive Assistants on an as-needed basis. Handle highly confidential and sensitive information. The ideal candidate will be experienced in handling a wide range of administrative and executive support-related tasks and will be able to exercise independent judgment and initiative to plan, prioritize, and organize this diverse workload, and to recommend changes and improvements in company and office procedures. 

Candidate must be able to interact with staff (at all levels) in a fast-paced environment while remaining flexible, proactive, resourceful, and efficient. A high level of professionalism and confidentiality is crucial to this role. This person must be exceedingly well-organized, flexible and enjoy the administrative challenges of supporting several senior level executives while maintaining a professional, smoothly operating executive office environment.

Essential Functions and Job Responsibilities

• Responsible for calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of meetings, appointments, and interviews. 

• Coordinate travel arrangements for the Chief People Officer and Chief Information and Digital Officer, including conference registrations.

• Assist Officer with PowerPoint presentations and preparation for board meetings.

• Greet visitors with appointments; screen visitors without appointments to determine whether they should be given access.

• Enter Vendor contracts, amendments, statements of work (SOW) and related documentation into Contract Management System (CMS); coordinate with Legal and Security for required approvals; and track workflow through final signatures.

• Convey a helpful yet confidential interface to the executives. 

• Type and revise a wide variety of correspondence, spreadsheets, etc., including entering data into corporate databases.

• Compose correspondence from notes or discussions or independently from knowledge of circumstances and policy.

• Attend meetings and take and publish minutes, as requested. Follow-up on action items and report back to Officer

• Track department projects.

• Work with department executives on the yearly budget. Track all department spending for correct coding per the budget.

• Organize and maintain personal and executives’ files and records, including electronic files and records. Establish, develop, maintain, and update filing systems for the corporate documents, records, and reports. Retrieve information from files as needed. 

• Monitor Officer’s expenses in RAMP for correct coding. 

• Compile and prepare reports, presentations, and analyses by selecting appropriate data from various sources.

• Prepare agendas and make all arrangements for meetings (food & beverage, location, activities, etc.).

• Coordinate off-site conferences when requested.

• Coordination of all department celebrations and activities.

• Assist with system projects as needed (i.e., data entry, maintenance, clean-up).

• Generate reports as requested.

• Perform other duties as requested or necessary for the successful operation of the company.

• Candidate must complete responsibilities in a timely manner.

• Candidate must achieve a positive reflection on the company through personal conduct and maintain a high degree. of confidentiality.

Qualifications

• An associate degree required; preferably in administrative/secretarial assistance.

• A minimum of 5 years of proven executive experience at the senior leadership level.

• Excellent verbal and written communication skills.

• Must have the ability to coordinate multiple activities among several senior leaders and their departments.

• Must have the ability to operate a personal computer and copiers.

• Must have strong knowledge of Microsoft 365, including Word, Excel, PowerPoint, Outlook, Teams, OneDrive, and SharePoint.

• Ability to quickly adapt to evolving technology and integrate it effectively into work processes.

• Must have the ability to maintain and navigate complex spreadsheets and databases.

• Professional experience providing senior executive support in a corporate environment.

• Must be pleasant under stressful situations and possess ability to gracefully handle several competing priorities at the same time.

• Must be conscientious regarding detail and thorough in completing work tasks.

• Strong initiative to work independently.

• Business acumen with strong communication, organizational, project and event planning, and time management skills.

• Ability to maintain confidentiality of work-related information and materials.

• Demonstrated adaptability to changing and complex work environments, shifting priorities and evolving organizational needs, with a proven ability to perform well under pressure and consistently meet deadlines while delivering accurate results.

• Proven subscription to the company’s core values of integrity, adaptability, service-focused, accountability, curiosity, and community.

Environment

This position currently functions as a hybrid role working from both home and in-office environments. Any home office setting must be conducive to all guidelines outlined by the organization. This role is required to regularly attend in-person meetings, the frequency of which is determined by management based on departmental or organizational needs. 

Work Conditions

General office working conditions which may require sitting for extended periods of time.

Physical and Other Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Specific vision abilities require the ability to focus distant and near objects clearly. While performing the duties of this job, the employee is regularly required to sit, talk and hear. The employee is frequently required to use hands and arms to handle, feel and reach as well as operate a personal computer.

Disclaimer

This job description is designed to provide a general overview of the requirements of the job and does not entail a comprehensive listing of all activities, duties, or responsibilities that will be required. The organization reserves the right to modify this job description at any time; including assigning or reassigning job duties at any time.