Sr. Administrative Assistant

Blue Cross Blue Shield of Massachusetts • Worcester, MA

3d • $36 - $44 • Hybrid

About The Position

Ready to help us transform healthcare? Bring your true colors to blue. Your Day to Day: Calendar and Time Management: Manage multiple Sales Leaders' calendars, scheduling appointments, meetings, and travel arrangements, prioritizing tasks, and ensuring efficient time allocation. Oversee Daily Prioritization: Proactively adjust plans as business needs shift to ensure focus on the most impactful and timely activities. Communication and Liaison: Act as a point of contact between the Specialty Benefits Leader/Municipal and Labor Sales Leader, and internal/external stakeholders. Develop collaborative relationship with executive administrators in C-suite to ensure smooth interactions and successful logistics (space, preferences, timing, etc.). Help Support Corporation and Divisional Goals: Support Sales leaders in executing annual growth goals and priorities by being intuitive, resourceful, thoughtful, diplomatic, and action-oriented. Meeting Coordination: Prepare for meetings, including creating agendas, note taking, meeting summarization and distribution. Coordinate catering with internal/external partners and vendors. Be on-site to oversee all details are executed flawlessly. Work with A/V group for large meetings, providing successful and equitable meeting experience for hybrid meetings. Event Coordination: Assist with planning and executing internal and external sales events. Coordinate closely with the Events & Experience team on coordinating Sales All-Hands meetings. Oversee distribution of Tickets to external events such as professional sporting events. Expense Management: Process expense reports and manage budgets related to the SVP's activities. Travel Arrangements: Book travel for the Sales Leaders and other team members as needed. Special Projects: Take on additional tasks and special projects as needed by sales leadership, including light research, submission for internal rewards, assisting with organizing community events and more. Training and Onboarding coordination and support: Assist new team members with the new hire and onboarding process. Support Operations team with learning and development training for the Sales department. Presentation/Document support: Provide light edits and updates to presentations and spreadsheets for sales leaders and direct reports, maintain organized, easily accessible files and materials to ensure efficient retrieval. Internal/Team Communications: Provide draft communications (emails, memos) on behalf of sales leaders. Provide ongoing updates to Sales Division related to company or departmental activities, deadlines, news and updates. Worcester Office Coordination: Oversee company's physical presence in Worcester, ensuring proper continuity by communicating with BCBSMA real estate professionals (as necessary); order supplies as needed. This role is open to candidates local to our Worcester, MA office and does have some in-office expectations.

Requirements

• Exceptional Organizational and Time Management Skills: Manage multiple priorities, meet deadlines, and maintain a high level of organization. Be able to anticipate future requirements and plan ahead.
• Strong Communication Skills: Excellent written and verbal communication skills, including the ability to communicate effectively with diverse audiences.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software; skilled at creating impactful PowerPoint presentations, collaborating seamlessly across Teams and Zoom, exploring AI and automation tools to streamline and improve upon recurring tasks.
• Discretion and Confidentiality: Be trusted with handing sensitive information with discretion and maintaining confidentiality.
• Problem-Solving Skills: Can identify and solve problems proactively and creatively. Takes pride in finding the best ways to streamline work and improve performance (project planning, developing systems that work better, etc.).
• Relationship Building: Skilled at building and maintaining strong relationships with internal and external stakeholders.
• Professional Presence: Demonstrates exceptional professionalism during all interactions with internal leaders, external partners, stakeholders and more. Represents the SVP and is consistently polished, confident and respectful.
• Proactive & Anticipatory: Can anticipate needs, spot potential issues before they arise, and keep priorities on track with timely reminders and follow-ups for sales leader.
• Growth Mindset: Embraces learning and growth, exploring new tools and technology –including AI –to enhance efficiency, and eagerly take on new challenges and responsibilities
• Minimum of 5-7 years of executive level administrative and business experience

Nice To Haves

• BS/BA or equivalent experience preferred

Responsibilities

• Manage multiple Sales Leaders' calendars, scheduling appointments, meetings, and travel arrangements, prioritizing tasks, and ensuring efficient time allocation.
• Proactively adjust plans as business needs shift to ensure focus on the most impactful and timely activities.
• Act as a point of contact between the Specialty Benefits Leader/Municipal and Labor Sales Leader, and internal/external stakeholders.
• Develop collaborative relationship with executive administrators in C-suite to ensure smooth interactions and successful logistics (space, preferences, timing, etc.).
• Support Sales leaders in executing annual growth goals and priorities by being intuitive, resourceful, thoughtful, diplomatic, and action-oriented.
• Prepare for meetings, including creating agendas, note taking, meeting summarization and distribution.
• Coordinate catering with internal/external partners and vendors.
• Be on-site to oversee all details are executed flawlessly.
• Work with A/V group for large meetings, providing successful and equitable meeting experience for hybrid meetings.
• Assist with planning and executing internal and external sales events.
• Coordinate closely with the Events & Experience team on coordinating Sales All-Hands meetings.
• Oversee distribution of Tickets to external events such as professional sporting events.
• Process expense reports and manage budgets related to the SVP's activities.
• Book travel for the Sales Leaders and other team members as needed.
• Take on additional tasks and special projects as needed by sales leadership, including light research, submission for internal rewards, assisting with organizing community events and more.
• Assist new team members with the new hire and onboarding process.
• Support Operations team with learning and development training for the Sales department.
• Provide light edits and updates to presentations and spreadsheets for sales leaders and direct reports, maintain organized, easily accessible files and materials to ensure efficient retrieval.
• Provide draft communications (emails, memos) on behalf of sales leaders.
• Provide ongoing updates to Sales Division related to company or departmental activities, deadlines, news and updates.
• Oversee company's physical presence in Worcester, ensuring proper continuity by communicating with BCBSMA real estate professionals (as necessary); order supplies as needed.

Benefits

• We offer comprehensive package of benefits including paid time off, medical/dental/vision insurance, 401(k), and a suite of well-being benefits to eligible employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 11-50 employees