Executive Assistant - HR & IT

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.

About the role

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 exercise independent judgment and initiative to plan, prioritize, and organize this diverse workload. Candidate must 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.

Responsibilities

• Manage executive calendars, coordinating meetings, appointments, and interviews with internal and external stakeholders.
• Coordinate travel arrangements, including conference registrations.
• Assist with PowerPoint presentations and preparation for board meetings.
• Greet and screen visitors, determining access as appropriate.
• Enter vendor contracts, amendments, statements of work (SOW), and related documentation into the Contract Management System (CMS); coordinate approvals with Legal and Security; track workflow through final signatures.
• Maintain a confidential and helpful interface for executives.
• Type, revise, and compose correspondence, spreadsheets, and data entry into corporate databases.
• Attend meetings, take and publish minutes, and follow up on action items.
• Track department projects and assist with yearly budget preparation and spending tracking.
• Organize and maintain personal and executive files, both physical and electronic.
• Establish, develop, and update filing systems for corporate documents and records.
• Monitor executive expenses in RAMP for correct coding.
• Compile and prepare reports, presentations, and analyses from various data sources.
• Prepare agendas and arrange all logistics for meetings (food, beverage, location, activities).
• Coordinate off-site conferences, department celebrations, and activities.
• Assist with system projects, including data entry, maintenance, and clean-up.
• Generate reports as requested.
• Perform other duties as necessary for the successful operation of the company.

Requirements

• Associate degree required; preferably in administrative/secretarial assistance.
• Minimum of 5 years of proven executive experience at the senior leadership level.
• Excellent verbal and written communication skills.
• Ability to coordinate multiple activities among several senior leaders and their departments.
• Strong knowledge of Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams, OneDrive, SharePoint).
• Ability to quickly adapt to evolving technology and integrate it effectively into work processes.
• Experience maintaining and navigating complex spreadsheets and databases.
• Professional experience providing senior executive support in a corporate environment.
• Ability to remain pleasant under stressful situations and handle competing priorities gracefully.
• Conscientious regarding detail and thorough in completing work tasks.
• Strong initiative to work independently.
• Business acumen with strong communication, organizational, project, and event planning 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.
• Proven ability to perform well under pressure, meet deadlines, and deliver accurate results.
• Alignment with the company’s core values: integrity, adaptability, service-focused, accountability, curiosity, and community.

Schedule

This position currently functions as a hybrid role, working from both home and in-office environments. The role requires regular attendance at in-person meetings, with frequency determined by management based on departmental or organizational needs.

Work Conditions

• General office environment, which may require sitting for extended periods.
• Specific vision abilities required, including the ability to focus on distant and near objects clearly.
• Regularly required to sit, talk, hear, and use hands and arms to handle, feel, and reach while operating a personal computer.