Executive Assistant - Hybrid (PA/NJ/DE)

Executive Assistant

Bring your drive for excellence, teamwork, and customer commitment to Independence. Join us as we renew and reimagine the future of health care. Together we will achieve our mission to enhance the health and well-being of the people and communities we serve.

The Executive Assistant provides administrative, operational support to the vice president (VP) of Medical Management & Med Policy while maintaining confidentiality. This role serves as a trusted partner to the VP and supports the effective functioning of the medical management leadership team, including calendar and meeting management, preparation of executive materials, coordination of confidential communications, and follow-through on key operational priorities. The incumbent must exercise sound judgment, discretion, professionalism, and initiative while working in a highly regulated healthcare environment that includes medical policy, utilization management, regulatory, provider, and enterprise leadership activities.

The ideal candidate is highly organized, proactive, detail oriented, and able to manage competing priorities in a fast-paced executive setting. This individual must be comfortable interacting with senior leaders, physicians, clinical teams, external partners, and cross-functional stakeholders while maintaining the highest level of confidentiality and customer-focused professionalism.

Key Responsibilities

• Maintain and proactively manage the VP's calendar, including prioritizing meetings, resolving scheduling conflicts, preparing agendas, and ensuring appropriate materials are available in advance.
• Coordinate meetings for the medical management and medical policy leadership teams, including provider-facing forums, internal clinical operations meetings, regulatory discussions, committee meetings, and cross-functional workgroups.
• Prepare, edit, proofread, and format executive correspondence, presentations, reports, meeting materials, agendas, minutes, tracking logs, and other documents with attention to accuracy, tone, confidentiality, and deadlines.
• Collect, organize, and summarize information from internal stakeholders to support decision-making, follow-up actions, departmental reporting, and leadership communications.
• Track action items, deadlines, deliverables, and follow-ups for the VP and leadership team, ensuring timely completion and appropriate escalation when needed.
• Screen, prioritize, and route inquiries, requests, and correspondence using professional judgment and knowledge of departmental priorities, policies, and procedures, escalating issues as appropriate.
• Support coordination of activities related to medical policy, utilization management, appeals/grievances, quality, regulatory readiness, audit support, provider engagement, and enterprise initiatives as directed.
• Maintain confidential files, records, reports, organizational charts, contact lists, meeting materials, and other departmental documentation in accordance with company policies and applicable privacy and compliance expectations.
• Assist with budget tracking, invoice processing, check requests, purchase orders, expense reports, vendor coordination, and other administrative financial processes for the department.
• Coordinate travel, conference registration, logistics, meeting space, technology needs, visitor arrangements, and related support for the VP and team members as needed.
• Serve as a liaison between the VP's office and internal departments, clinical leaders, physicians, external stakeholders, vendors, and other business partners.
• Support onboarding logistics, access requests, equipment coordination, SharePoint or shared-drive organization, and other administrative needs for the medical management leadership team.
• Identify opportunities to improve administrative workflows, standardize documentation, streamline meeting processes, and enhance operational efficiency across the department.
• Provide direction, guidance, or informal support to other administrative staff as needed to promote consistency, professionalism, and alignment with departmental practices.

Qualifications:

• High school diploma or equivalent required; undergraduate degree preferred.
• Minimum of six years of progressively responsible administrative assistant experience in a large corporation, healthcare, managed care, or health plan environment; at least two years supporting senior-level management or executive leadership required.
• Demonstrated experience supporting senior leaders in a confidential, fast-paced, and highly visible environment.
• Strong understanding of executive office protocol, business decorum, professional communication, confidentiality, and organizational discretion.
• Excellent written and verbal communication skills, including the ability to draft, edit, proofread, and format executive-level materials.
• Advanced proficiency with Microsoft Office products, including Outlook, Word, basic Excel, PowerPoint, Teams, SharePoint.
• Strong organizational, prioritization, and time-management skills, with the ability to manage multiple competing priorities, deadlines, and stakeholders.
• Demonstrated ability to work independently, anticipate needs, exercise sound judgment, and follow through on assignments with minimal direction.
• Experience coordinating complex meetings, preparing materials, documenting minutes, tracking action items, and supporting follow-up activities.
• Ability to interact professionally with physicians, clinical leaders, executives, providers, vendors, and cross-functional business partners.
• Experience handling confidential healthcare, operational, regulatory, or business information preferred.
• Knowledge of health plan operations, utilization management, medical policy, quality, regulatory, or provider-facing functions preferred.
• Detail oriented, flexible, proactive, customer focused, and able to adapt quickly to changing priorities.

Hybrid

Independence has implemented a "Hybrid" model which consists of Associates working in the office 3 days a week (Tuesday, Wednesday & Thursday) and remotely 2 days a week (Monday & Friday). This role is designated as a role that fits into the "Hybrid" model. While associates may work remotely on our designated remote days, the work must be performed in the Tri-State Area of Delaware, New Jersey or Pennsylvania.

IBX is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to their age, race, color, religion, sex, national origin, sexual orientation, protected veteran status, or disability.

Must have an Android or iOS device which is compatible with the free Microsoft Authenticator app.