Administrative Assistant, Specialist

The Enterprise Architecture & Innovation (EAI) team helps manage and align Health Plans’ technology infrastructure with its business goals, ensuring that independently conceived and deployed solutions do not lead to unnecessarily complicated and expensive siloed systems. It defines the enterprise business & technology capabilities and their relationships to run, grow, and transform the business.  

The Administrative Assistant will report to the Senior Director of ​Healthcare Quality and Affordability Solutions​. In this role you will fully support the Senior Director in addition to other senior leaders within the organization and provide limited support to the cascading leadership team. 

​In this role, you will:​

• Expertly manage administrative matters, in the absence of, or on behalf of the directors
• Serve as an administrative liaison between directors, managers, and direct reports and others within and outside the organization
• Manage day-to-day organization of senior leaders’ calendars, appointments, meetings, and related schedule
• Leverage AI tooling and build out agents and systems to do your job most efficiently using tools like Microsoft copilot and others.
• Collaborate in the Admin community and find ways to share best practices for leveraging AI to accomplish administrative tasks.  
• Event Planning for the organization and critical F2F events - independently plan appropriate facilities, food, and IT support for meetings and events at approved office facilities.
• Onboarding Support; facilitate equipment, badging, ergonomic requests, access management, seating, phones, and teleworking issues  
• Travel planning: partner with leader to plan travel and coordinate flights, hotels, etc.
• Meeting management, developing notes and summaries of meetings, meeting scheduling, calendaring
• Managing distribution lists, org charts, and miscellaneous requests  
• Expense reporting/Concur: Submitting expense reports, approving expense reports, auditing to ensure compliance, managing invoice approvals, getting approvals for travel requests  

Your Knowledge and Experience

• Requires an Associates' degree or equivalent experience
• Prior relevant experience; Blue Shield of California Administrative Assistant experience preferred
• A combination of relevant business management experience and education may be acceptable
• Intermediate knowledge of Microsoft Office Suite including Microsoft Outlook, PowerPoint, Word, Excel, and Copilot are required.  
• Intermediate knowledge of Lucid Charts preferred
• Planview, SharePoint, Service Marketplace, Concur, UltiPro  
• Flexibility, resilience, ability to solve problems, and work independently  
• Ability to manage multiple projects at once