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Pittsburgh, PA 15222 FAP 5th Avenue Place Company: Highmark Health
Job Description
JOB SUMMARY
This job is part of an executive administrative team. This job provides administrative support to more than one Vice President and/or Senior Vice President. Incumbents will rely on experience and judgment to complete responsibilities, plan, accomplish goals, and meet deadlines. It is required to be a consummate professional with a demonstrated record of enabling executives to carry out their duties with high effectiveness and efficiency. This job will have latitude in work and project, and requires a highly self-motivated individual with strong work ethic, diplomacy, political awareness, multi-tasking capabilities, and the ability to execute their work by prioritizing tasks in a fast-paced environment.
ESSENTIAL RESPONSIBILITIES
Communicate effectively both in person and virtually to all levels in the organization. Display effective communication skills while interacting and responding both written and verbally with internal and external entities on behalf of assigned management. Maintain a communication flow by receiving and distributing correspondence via mail services or online communication networks.
Provide secretarial services and support to assigned Executives, Vice President, and above. Responsibilities include but are not limited to:
• Maintaining calendars for the Executive, including scheduling meetings, making conference room reservations, meeting arrangements, and arranging audiovisual equipment as needed. • Prepare for meetings by creating, organizing, and distributing meeting materials, performing typing, word processing, transcribing, and proofreading activities concerning correspondence, memoranda, schedules, reports, presentation materials, and statistical information. • Using Microsoft products to create and revise files, including but not limited to spreadsheets and executive presentations. • Attending selected meetings in a non-participatory manner to take appropriate notes and conserve time while assuring familiarity with meeting developments. • Scheduling travel and managing the executives itinerary and processing expenses for reimbursement. • Compiling various information and performing minor calculations as required for departmental reports. • Maintaining a communication flow by receiving and distributing correspondence via mail services or online communication networks. • Scheduling reservations, meeting arrangements, conference rooms, and audiovisual equipment as needed. • Receiving visitors and telephone calls in a courteous and efficient manner and direct inquiries to the appropriate staff based on an overall knowledge of departmental policies and procedures. • Maintaining hardcopy and online correspondence and administrative files.
Serves as the point of contact for department organization by working with the Executive to schedule and organize team events, coordinate new employee onboarding, and ensure the team has access to necessary supplies. Works with IT for technology and system requests as needed.
Works closely and effectively with the executive to keep them well-informed of upcoming commitments and responsibilities, following up appropriately.
Review and prioritize information and inquiries received for the consideration of the Executives, make high-level contacts from both inside and outside the Organization, and address and answer inquiries and solicitations, paying constant attention to formal clearance, procedural controls, and organizational sensitivity.
Other duties as assigned or requested.
EDUCATION
Required: High School or GED Substitutions: None Preferred: Associates Degree or Bachelors Degree
EXPERIENCE
Required: 5 years in a secretarial, administrative, or executive assistant role To Include: 3 years with Microsoft Office Outlook, Word, Excel, PowerPoint, and Adobe Acrobat Preferred: None
LICENSES or CERTIFICATIONS
Required: None Preferred: None
SKILLS
• Excellent typing, word processing, and/or typing and proofreading skills, as well as a working knowledge of PC word processing, spreadsheet, and graphic applications. • Organizational skills • Possess the utmost of integrity in the discreet handling of confidential information • Knowledge of corporate programs, policies, procedures, and protocols • Effective verbal and written communication skills • Language: Other than English: None • Travel Requirement: 0 - 25% • PHYSICAL MENTAL DEMANDS and WORKING CONDITIONS
Position Type: Office-based Teaches and trains others regularly Rarely: Travel regularly from the office to various work sites or from site-to-site Rarely: Works primarily out-of-the-office selling products/services to employees Never: Physical work site required Lifting up to 10 pounds: Constantly Lifting 10 to 25 pounds: Rarely Lifting 25 to 50 pounds: Rarely
Disclaimer: The job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this job title. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.
Compliance Requirement: This job adheres to the ethical and legal standards and behavioral expectations as set forth in the code of business conduct and company policies. As a component of job responsibilities, employees may have access to covered information, cardholder data, or other confidential customer information that must be protected at all times. In connection with this, all employees must comply with both the Health Insurance Portability Accountability Act of 1996 (HIPAA) as described in the Notice of Privacy Practices and Privacy Policies and Procedures, as well as all data security guidelines established within the Companys Handbook of Privacy Policies and Practices and Information Security Policy.
Furthermore, it is every employees responsibility to comply with the companys Code of Business Conduct, which includes but is not limited to adherence to applicable federal and state laws, rules, and regulations, as well as company policies and training requirements.
Highmark Health and its affiliates prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on any category protected by applicable federal, state, or local law.
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Highmark provides millions of people with the security of quality health insurance
Our history of helping families and companies with their health insurance needs dates to the 1930s, when our predecessor companies were established to help Pennsylvania's residents pay for health care.
Highmark was created in 1996 by the consolidation of two Pennsylvania licensees of the Blue Cross and Blue Shield Association — Pennsylvania Blue Shield (now Highmark Blue Shield) and Blue Cross of Western Pennsylvania (now Highmark Blue Cross Blue Shield). We are now one of the largest health insurers in the United States.
Highmark's officers and board of directors set the company's strategic direction and corporate policies. They are guided by our mission, vision and values.