Executive Assistant

Job Summary This Executive Assistant (EA) will directly support three Vice Presidents who lead end-to-end health benefits businesses within Aetna’s Specialty Commercial businesses. These leaders are responsible for driving strategy, growth, and overall business performance across Supplemental Health, Student Health, and Dental/Vision. Responsibilities Proactively managing and coordinating daily schedule/calendar, contacts, travel arrangements, meetings (internal and external), conferences and seminars. Arranging and scheduling meetings; maintaining and updating the calendar; determining the importance of meeting requests and scheduling accordingly; demonstrating flexibility and serving as the first line of defense with the high volume of phone and email communication. Arranging travel and all accommodations, including comprehensive and detailed itineraries. Processing reimbursement and expense reports in accordance with established policy guidelines; tracking expenses and following up in a timely manner. Providing a bridge for smooth communication; demonstrating leadership to maintain credibility, trust and support with senior management staff. Responsible for excellence in complex meeting/event preparation (AV, room scheduling, telepresence events, etc.), set‑up, and follow‑up, including preparing presentations, agendas and materials, documenting notes, and coordinating follow‑up items to completion, arranging food and drink. Coordinating onboarding and off‑boarding of employees and consultants, including hardware installation/repair requests, space planning, etc. Managing general office and administrative tasks, including ordering miscellaneous supplies, renewing memberships and subscriptions, managing distribution lists, photocopying, faxing and deliveries. Managing department files, including electronic document systems, intranet websites, wikis and web‑based project management tools. Editing presentations, agendas, spreadsheets, communications, databases and reports. Prioritizing and tracking deliverables, managing project timelines, deadlines and requests. Participating in meetings, taking notes and disseminating information to relevant stakeholders, including weekly email updates; responsible for drafting and editing correspondence. Managing special projects as designated and assisting other department members as necessary. Working appropriately with confidential information; always acting with discretion. Required Qualifications 5+ years of executive administrative experience supporting VP‑level leaders or above. Demonstrated experience supporting multiple executives in a complex, matrixed organization. Demonstrated experience coordinating executive phone coverage, calendars, and detailed work and travel itineraries. Exceptional organizational and prioritization skills with the ability to manage competing demands. Strong communication skills with a high degree of professionalism and executive presence. Advanced proficiency in Microsoft Office (Outlook, Word, Teams, PowerPoint, Excel). Proven ability to handle sensitive and confidential information with discretion. Preferred Qualifications Excellent interpersonal skills with the ability to represent the organization professionally in both telephone and face‑to‑face interactions. Ability to work with and maintain confidential information. Demonstrated experience taking thorough notes and translating discussions into actionable next steps. Strong judgment in understanding priorities and modifying meeting schedules and content as needed. Proven ability to work autonomously while also collaborating effectively with others. Exposure to healthcare, insurance, or multi‑product organizations preferred. Experience supporting executive‑level forums (e.g., talent reviews, business reviews, strategy sessions). Education Bachelor’s degree or equivalent professional work experience (4+ years of relevant experience plus high school diploma or GED). Salary and Hours Anticipated weekly hours: 40. Time type: Full time. Pay range: $22.59 – $53.95 per hour. Qualified applicants with arrest or conviction records will be considered for employment in accordance with all federal, state and local laws. #J-18808-Ljbffr