Executive Assistant at Delta Dental of Missouri

Are you a detail-driven professional who thrives in dynamic environments? Join our team as an Executive Assistant, supporting the CFO, General Counsel, and CHRO. You'll play a pivotal role in managing calendars, handling confidential information, and streamlining office procedures in a fast-paced setting. This is your chance to make a real impact by supporting senior leadership while maintaining top-tier professionalism and organization. Bring your expertise and help us make a difference! Apply today.

Position Summary:

Perform administrative and secretarial functions for the Chief Financial Officer, General Counsel, and Chief Human Resources Officer. Provide back-up coverage to the President's Office & Board Relations as well as back-up for other Executive Assistants on an as needed basis. Manage highly confidential and sensitive information, and a wide range of administrative and executive support-related tasks requiring independent judgment. Plan, prioritize, and organize a diverse workload involving recommendations of changes and improvements for company and office procedures.

This position interacts in a flexible, proactive, resourceful, and efficient manner with staff, at all levels, in a fast-paced environment. A high level of professionalism and confidentiality is crucial to this role. This position must maintain exceptional organization, while supporting several senior level executives in a professional, smoothly operating executive office environment.

Essential Functions and Job Responsibilities:

• Responsible for calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of meetings, appointments, and interviews.
• Greets visitors with appointments; screens visitors without appointments to determine whether they should be given access.
• Takes, screens and places telephone calls; acts as a gatekeeper and determines priority of telephone calls received.
• Conveys a helpful yet confidential interface to the executives.
• Organizes and prioritizes incoming mail and correspondence. Proactively responds to correspondence containing routine inquiries.
• Types and revises a wide variety of correspondence, spreadsheets, PowerPoints, etc., including entering data into corporate databases.
• Takes and transcribes diversified dictation (some of a highly confidential and sensitive nature).
• Composes correspondence from notes or discussions or independently from knowledge of circumstances and policy.
• Records, transcribes, writes, and publishes minutes of the quarterly Governance and Nominating Committee and the Finance and Audit Committee meetings. Posts documents to BoardPaq. Prepares board committee meeting agendas.
• Operates personal computer, software, and related equipment.
• Organizes and maintains executive files and records, including electronic files and records. Establishes, develops, maintains and updates filing systems for the corporate documents, records, and reports. Retrieves information from files as needed.
• Makes travel arrangements and reservations for executives and other department employees, as well as employment candidates.
• Prepares and submits expense and mileage reports on a bi-weekly basis.
• Compiles and prepares reports, presentations, and analyses by selecting appropriate data from various sources.
• Analyzes reports or correspondence as assigned and provides executive summary and recommended disposition to executives.
• Prepares agendas, creates invitations, and coordinates logistics for meetings.
• Completes responsibilities in a timely manner.
• Achieves a positive reflection on the company through personal conduct while maintaining a high degree of confidentiality.
• Solicits agenda items, creates agendas for monthly management meetings, attends and records meeting minutes (some of a highly confidential and sensitive nature).
• Administers the company's new hire and annual compliance training system and ensures all employees are compliant.
• Manages corporate general insurance renewal process with direct contact to the insurance broker.
• Maintains and updates semi-annually the Subject Matter Expert List.
• Enters and follows through on contract submissions and approvals within CMS.
• Serves as backup for ordering flowers for hospital stays, births, and funerals.
• Serves as backup for ordering and distributing service and retirement awards.
• Serves as backup for planning and orchestrating employee celebrations including anniversary luncheons and retirement celebrations.
• Keeps all emergency binder content current for all managers.
• Oversees the annual electronic election process for the Board of Directors. This is a multi-step process involving collaboration with an outside vendor (i.e., Simply Voting).
• Designs and manages Board assessment surveys, as well as other department surveys as requested, using SurveyMonkey to collect and analyze data.
• Administers and posts content on the BoardPaq application for Board of Directors and committee meetings.
• Assists as a co-host for all Board meetings.
• Assists with organizing team and vendor meetings as needed.
• Assists with onboarding department new hires (creating the IT PIC form, ordering name plate, supplies, and business cards).
• Orders department office supplies.
• Submits tickets for office repair requests.
• Assists with creation of surveys on UKG's Employee Voice module.
• Manages timecard and time off request approvals on behalf of CFO and General Counsel.
• Completes special projects and other work-related duties as assigned.

Education, Skills, Personal Attributes, and Experience Required:

• Associate degree required; preferably in administrative/secretarial assistance.
• A minimum of 5 years of proven executive experience at the senior leadership level.
• Excellent verbal and written communication skills.
• Must have the ability to coordinate multiple activities among several senior leaders and their departments.
• Must have the ability to operate a personal computer, copiers, fax machines.
• Must have strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook; including ability to use internet browsers.
• Strong technical skills with ability to embrace usage of innovative technologies for streamlining processes.
• Must have the ability to maintain and navigate complex spreadsheets and databases.
• Must be pleasant under stressful situations with ability to gracefully manage several competing priorities at the same time.
• Must be careful about detail and thorough in completing work tasks.
• Proven subscription to the company's core values of integrity, trust and respect, innovation, stewardship, excellence, and celebration.

Work Conditions and Environment:

• This position currently functions as a hybrid role working from both home and in-office environments. Any home office setting must be conducive to all guidelines outlined by the organization.
• General office working conditions which may require sitting for extended periods of time.
• This role is required to regularly attend in-person meetings, the frequency of which is determined by management based on departmental or organizational needs.

Physical Requirements:

Specific vision abilities require the ability to focus distant and near objects clearly. While performing the duties of this job, the employee is regularly required to sit, talk, and hear. The employee is frequently required to use hands and arms to manage, feel and reach as well as operate a personal computer. The employee must occasionally lift and/or move up to 25 pounds.

DDMO provides reasonable accommodation to qualified individuals with a known disability unless doing so imposes an undue hardship.

Employees must be able to successfully perform the essential functions of this role with or without reasonable accommodation.

Disclaimer:

This job description is designed to provide a general overview of the requirements of the job and does not entail a comprehensive listing of all activities, duties, or responsibilities that will be required. The organization reserves the right to modify this job description at any time, including assigning or reassigning job duties or eliminating this position at any time.