Executive Assistant (Aetna Marketing)

Bring your heart to CVS Health. Every one of us at CVS Health shares a single, clear purpose: Bringing our heart to every moment of your health. This purpose guides our commitment to deliver enhanced human-centric health care for a rapidly changing world. Anchored in our brand — with heart at its center — our purpose sends a personal message that how we deliver our services is just as important as what we deliver.
 
Our Heart At Work Behaviors™ support this purpose. We want everyone who works at CVS Health to feel empowered by the role they play in transforming our culture and accelerating our ability to innovate and deliver solutions to make health care more personal, convenient and affordable.

Position Summary

This is an exciting opportunity to provide executive administrative support to a high-level Executive based in our Hartford, Connecticut office.

The ideal candidate for this position will sit in the Hartford, Connecticut office and have exemplary planning and time management skills and the ability to organize and manage calendars and keep scheduling operations running smoothly and efficiently. This individual will also be instrumental in helping to develop and manage team building and engagement activities. Poise, articulate and professional communications are required. Individuals should be open to working additional overtime hours with this EA opportunity.

As a ‘Strategic Partner’ to your executive, it will be imperative that you have a deep understanding of the Aetna business, and the executive’s role & responsibilities.

Key Responsibilities

• Executive Calendar & Contacts: Maintain the integrity of Executive’s calendar by managing time most effectively, allowing for transition between meetings and ensuring appropriate meeting format (in-person, video, direct call).

• Review meeting requests with executive and schedule approved meetings.

• Continuously review schedule to ensure it reflects calendar guidelines and business priorities, manage cadence of standing meetings in a thoughtful manner.

• Review daily meeting details to ensure agenda, time-zone sensitivity, pre-read and briefing are included, and required participants have accepted at least 48 hours in advance.

Provide briefing and background materials to executive for key meetings in appropriate format as requested.

• Escalate calendar questions/conflicts for guidance and ensure timely resolution. Proactively communicate calendar changes and approval requests with executive.

Facilitate weekly calendar meetings with Executive and Chief of Staff to align on short and long-term priorities and prep.

• Executive Correspondence: Send pre-written e-mails to marketing team distribution as directed.  Answer general questions; refer/redirect routine matters to other parties; as appropriate, and follow-up to ensure proper disposition. Resolve issues within specified policies and guidelines. Determine when executive action is required, provide insight and recommendation(s) as appropriate.

• Leadership Meetings & Events: Work with executive and Chief of Staff to understand agenda and requirements. Plan ahead to ensure effective and efficient management of leadership meetings & events. Throughout event planning, keep safety and health top of mind. Send meeting invites (well in advance) to block time on leadership/participant team calendar. As necessary, partner with Events Team on budget and contract. Confirm optimal meeting rooms, hotel accommodations, meal locations, catering, IT support/requirements, team activities and giveaways, etc.

• Travel: Effectively manage travel plan and logistics, become familiar with executive travel preferences and execute accordingly. Plan ahead to book flights, hotel accommodations, ground transportation, and arrange meals, etc. Coordinate travel plans with other leaders/support teams as needed. Monitor travel and anticipate changes needed based on delays or other factors.

• Executive Expense Reports: Manage accurate and timely processing of CVS Health business expenses.

• Other Projects: Provide support on special projects as needed.

• Organizational Alignment & Relationship Building: Actively participate in CVS Health’s cross-functional network for Executive Administrative Assistants and be a vibrant participant and value to the community of EAs. Helping to support the community of World-Class EAs by onboard and mentor new EAs and sharing your skill and talents as a back-fill when peers go on holiday.

Required Qualifications

• 7+ years’ experience in administrative environment with Executive Assistant (EA) or equivalent experience

• 5+ years' experience with Windows desktop c