Executive Assistant

Job Summary

This Executive Assistant (EA) will directly support three Vice Presidents who lead end-to-end health benefits businesses within Aetna’s Specialty Commercial businesses. These leaders are responsible for driving strategy, growth, and overall business performance across Supplemental Health, Student Health, and Dental/Vision.

• Proactively managing and coordinating daily schedule/calendar, contacts, travel arrangements, meetings (internal and external), conferences and seminars.
• Arranging and scheduling meetings; maintaining and updating the calendar; determining the importance of meeting requests and scheduling accordingly; demonstrating flexibility and serving as the first line of defense with the high volume of phone and email communication.
• Arranging travel and all accommodations, including comprehensive and detailed itineraries.
• Processing reimbursement and expense reports in accordance with established policy guidelines; tracking expenses and following up in a timely manner.
• Providing a bridge for smooth communication; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Responsible for excellence in complex meeting/event preparation (AV, room scheduling, telepresence events, etc.), set‑up, and follow‑up, including preparing presentations, agendas and materials, documenting notes, and coordinating follow‑up items to completion, arranging food and drink.
• Coordinating onboarding and off‑boarding of employees and consultants, including hardware installation/repair requests, space planning, etc.
• Managing general office and administrative tasks, including ordering miscellaneous supplies, renewing memberships and subscriptions, managing distribution lists, photocopying, faxing and deliveries.
• Managing department files, including electronic document systems, intranet websites, wikis and web‑based project management tools.
• Editing presentations, agendas, spreadsheets, communications, databases and reports.
• Prioritizing and tracking deliverables, managing project timelines, deadlines and requests.
• Participating in meetings, taking notes and disseminating information to relevant stakeholders, including weekly email updates; responsible for drafting and editing correspondence.
• Managing special projects as designated and assisting other department members as necessary.
• Working appropriately with confidential information; always acting with discretion.

• 5+ years of executive administrative experience supporting VP‑level leaders or above.
• Demonstrated experience supporting multiple executives in a complex, matrixed organization.
• Demonstrated experience coordinating executive phone coverage, calendars, and detailed work and travel itineraries.
• Exceptional organizational and prioritization skills with the ability to manage competing demands.
• Strong communication skills with a high degree of professionalism and executive presence.
• Advanced proficiency in Microsoft Office (Outlook, Word, Teams, PowerPoint, Excel).
• Proven ability to handle sensitive and confidential information with discretion.

• Excellent interpersonal skills with the ability to represent the organization professionally in both telephone and face‑to‑face interactions.
• Ability to work with and maintain confidential information.
• Demonstrated experience taking thorough notes and translating discussions into actionable next steps.
• Strong judgment in understanding priorities and modifying meeting schedules and content as needed.
• Proven ability to work autonomously while also collaborating effectively with others.
• Exposure to healthcare, insurance, or multi‑product organizations preferred.
• Experience supporting executive‑level forums (e.g., talent reviews, business reviews, strategy sessions).

• Bachelor’s degree or equivalent professional work experience (4+ years of relevant experience plus high school diploma or GED).

Anticipated weekly hours: 40. Time type:
Full time. Pay range: $22.59 – $53.95 per hour.

Qualified applicants with arrest or conviction records will be considered for employment in accordance with all federal, state and local laws.