Executive Assistant

• Provide high-level support to our CEO and C-suite team
• Ensure seamless coordination of schedules, meetings, and communications
• Play a pivotal role in maintaining executive focus and organizational flow
• Manage sensitive information and facilitate key events and initiatives
• Keep the CEO apprised of time-sensitive and priority issues
• Complete a variety of special projects, including preparing presentations, reports, and agenda materials
• Respond to and help prioritize meeting invitations, phone calls, messages, and other information flowing to the executive(s)
• Prepare, reconcile, and submit expense reports for C-suite members
• Draft, review, and send communications on behalf of the CEO and other C-suite members

• Provide high-level administrative and operational support to the CEO and executive leadership team
• Manage the CEO’s schedule, coordinating travel, preparing meeting materials, and ensuring smooth execution of executive priorities
• Oversee contract and compliance management
• Support HR onboarding processes
• Assist with facilities, insurance, and risk management functions

• Provides administrative support to the management team
• Maintains discretion and confidentiality in relationships with the management team
• Generates reports and support materials as required
• Prepares agendas, reports, minutes, and other materials for meetings
• Prepares and processes credit card and expense reports
• Manages office supplies for the team
• Assists in planning events
• Professionally screens and routes phone calls
• Responds to routine inquiry calls
• Consolidates, edits, and distributes various correspondence, reports, and presentations
• Manages active and fluctuating calendars of events and makes travel arrangements
• Provides real-time scheduling support by booking appointments and preventing conflicts
• Processes invoices

• The Employee Relations Senior Assistant provides support to the Employee Relations team by managing case intake and assignment, along with a variety of administrative and coordination responsibilities
• Using independent judgment and established tools and resources, the Senior Assistant supports daily ER team tasks
• The Senior Assistant manages multiple issues, at times for competing stakeholders, in a fast and ever-changing environment
• Follow established processes to prioritize, disposition, and assign cases within the case management system to Employee Relations Business Partners (ERBPs)
• Coach and advise employees and managers on the appropriate interpretation of Employee Relations policies and guidelines
• Ensure consistent interpretation and application of Employee Relations programs, policies, practices, and guidelines
• Track the status and resolution of employee and manager questions and issues
• Support the team with Employee Relations Direct Access matters, as needed
• Redirect matters to appropriate internal partners when required
• Manage intake, disposition, assignment, documentation, and closure of matters received through the Company’s hotline, including creating corresponding cases in ServiceNow and transferring case notes and closures as provided by ERBPs
• Assist with information gathering and documentation for legal complaints, charges and other matters, as needed
• Own and manage Tier 1 employee relations matters involving policy interpretation and other lower-complexity matters
• Create and maintain cases in the ER case management system for designated matters
• Utilize Workday, ServiceNow, and other tools to research case participants and accurately document required information
• Manage the Workday ER Self-Service inbox and created and assign corresponding ServiceNow cases
• Monitor ER team mailboxes and respond to inquiries as needed
• Maintain the ER team absence calendar
• Update content and materials within the ER team’s MS Teams channels
• Create and maintain documentation and process guides related to ERSP responsibilities
• Serve as the initial point of contact for employees on a variety of employee relations matters, as needed
• Prepares data-related reports for management, highlighting trends, inconsistencies, and areas for consideration
• Perform other duties as assigned.

Senior Employee Relations Assistant

• Conducts routine complex administrative office coordination assuring smooth, timely, and efficient office operations for the Business Development, Proposals and Product departments within Aetna’s Medicaid business.
• Administers assignments research, collection, analysis, and compilation of data and information for department reports.
• Handles files, reports, financial records, and confidential record retention, ensuring regulatory compliance and sensitivity/confidentiality as appropriate.
• Implements a high degree of customer service by fielding internal and external inquiries, finding resolutions, or redirecting as appropriate.
• Viewed as an extension of the team.
• Establishes efficient workflow and office operations of the departments by communicating and adhering to established policies and procedures.
• Controls the internal and external department point of contact ensuring concise and effective communication with employees, stakeholders, and senior leaders.
• Adept at communicating effectively with stakeholders at all levels in the organization.
• Applies critical thinking skills to situations to promote timely, efficient and effective communication.
• Prepares complex and comprehensive financial records and files about departmental expenditures (including expense report preparation and submission), budget balances, investments, payroll, and operations.
• Arranges travel and logistics for executive leaders.
• Examines performance evaluations within the department ensuring compliance and continuous improvement.
• Identifies opportunities to staff support and administrative assistance to executive-level, senior management, or senior individual contributors as needed to ensure consistent department operations.
• Performs ad hoc tasks (e.g. special requests and executive support) as needed, including but not limited to onboarding support, IT and device requests.

• Provide comprehensive administrative and staff support to the National Director of Healthcare Business Banking, supporting day-to-day operations and longer-term business priorities
• Manage complex calendars, meetings, conferences, and presentations involving senior leaders, internal partners, and external stakeholders
• Coordinate domestic travel arrangements, logistics, and expense reporting with accuracy and attention to detail
• Draft, edit, and format correspondence, reports, and presentation materials to a high professional standard
• Collect, interpret, and organize information and data to support reporting, business reviews, and special initiatives
• Support special projects that require coordination across multiple stakeholders, exercising sound judgment and follow-through
• Anticipate leadership needs, identify potential issues, and resolve routine matters independently to enhance executive effectiveness
• Handle confidential and sensitive information with discretion, professionalism, and integrity
• Serve as a reliable point of coordination across the Healthcare Business Banking leadership team and broader organization, adapting priorities as needed while maintaining accuracy and composure

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