Executive Assistant (In-Office)
About the role
The Executive Assistant provides comprehensive, high-level administrative and tactical support in a fast-paced environment. This role functions as a trusted partner and liaison across the enterprise, including executive leadership and the Board of Directors, ensuring seamless communication, effective prioritization, and execution of critical initiatives.
Responsibilities
Proactively manage the Senior Executives complex calendar, including internal and external meetings, speaking engagements, and travel arrangements.
Anticipate scheduling conflicts and shifting priorities, ensuring optimal use of the Senior Executives time.
Prepare the Senior Executive for meetings by developing agendas, executive level presentations, briefing materials, and reports.
Provide internal Board management support, including coordinating Board and committee calendars, scheduling meetings, and organizing and distributing meeting materials in partnership with internal stakeholders.
Track Board-related action items, deadlines, and approvals to support timely follow-through and ensure alignment with the Senior Executives priorities.
Work closely with the Executive Leadership team on related items & projects.
Establish and maintain project tracking tools and systems to support the Senior Executive in prioritization, monitoring progress, and meeting key deliverables and deadlines.
Track action items resulting from meetings and initiatives; partner with executive leaders and staff to ensure timely completion.
Put tools, processes, and controls in place to ensure the Senior Executive is fully prepared for all engagements and remains on schedule for critical commitments.
Serve as a primary point of contact between the Senior Executive and internal/external stakeholders, including Executive Staff, Board Members, business partners, and visitors.
Facilitate effective, timely, and high-quality communication both up and down the organization, fostering transparency and open exchange of ideas.
Manage executive communications, including screening and prioritizing calls, emails, and other correspondence; route inquiries appropriately and follow through as needed.
Attend meetings as required to document discussions, capture decisions and action items, and distribute timely meeting summaries to key stakeholders.
Carefully coordinate and support offsite meetings, conferences, and external events sponsored by the Senior Executive, including site selection, vendor management (e.g., catering, A/V), and budget adherence.
Partner with executive staff, the Executive Security Team, and administrative counterparts across multiple locations to align logistics, protocols, and requirements.
Develop and manage daily schedules and detailed itineraries, confirming locations, arrival times, contacts, materials, and contingency plans.
Coordinate private driver scheduling and routing, including real-time adjustments to accommodate changing priorities.
Coordinate day-to-day security logistics (as applicable), including communicating schedule changes, validating locations and access considerations, and ensuring required details are available in advance.
Book and coordinate out-of-state travel for the Senior Executive and associated support resources (as applicable), ensuring itineraries, confirmations, and logistics details are accurate and distributed to appropriate parties.
Coordinate daily security and transportation needs in alignment with established protocols, including communicating schedule updates, locations, and timing changes.
Prepare and maintain detailed daily itineraries for the private driver, including routing notes, contact information, special instructions, and contingency planning as needed.
Serve as a central point of coordination between the Senior Executive, security resources, driver, and internal stakeholders to ensure seamless and timely executive movements.
Maintain strict confidentiality and exercise sound judgment regarding sensitive locations, schedules, and travel details.
Maintain Senior Executive reimbursement files and assist with expense reports and business-related financial recordkeeping.
Develop and maintain a highly organized filing and retrieval system for documents.
Provide historical references and continuity by maintaining accurate records, meeting minutes, and documentation.
Qualifications
Education: High School Diploma or GED required.
Experience: Minimum of 7 years of experience in an administrative role supporting a C-level executive is required.
Demonstrated ability to handle confidential information with discretion and sound judgment.
Exceptional time management, organizational, and multitasking skills.
Excellent verbal and written communication skills.
Proven ability to thrive in a fast-paced environment with frequently changing priorities and demanding deadlines.
Strong customer service orientation with the ability to interact professionally with internal and external stakeholders, including those who may be demanding or challenging.
High level of proficiency in Microsoft Office applications.
Strong aptitude for learning and adapting to new technologies and tools.
Ability to analyze, prioritize, and respond effectively to high volumes of communication.
Demonstrated professionalism, emotional intelligence, and executive presence.
Strong attention to detail and follow-through, with the ability to manage time-sensitive, high-stakes logistics.
Ability to coordinate across multiple stakeholders (e.g., executive team, vendors, security, transportation) while maintaining discretion and confidentiality.
Travel Requirement: Must be able to commute to CareFirst office locations within Maryland.
Preferred Qualifications: Associate or bachelor's degree. Certified Administrative Professional (CAP) or similar credentials.