Executive Assistant

Overview

Sun Life U.S. is one of the largest providers of employee and government benefits, helping approximately 50 million Americans access the care and coverage they need. Through employers, industry partners and government programs, Sun Life U.S. offers a portfolio of benefits and services, including dental, vision, disability, absence management, life, supplemental health, medical stop-loss insurance, and healthcare navigation. We have more than 6,400 employees and associates in our partner dental practices and operate nationwide.

Denta Quest manages dental and vision benefits for more than 33 million Americans. Our outcomes-based, cost-effective solutions are designed for Medicaid and CHIP, Medicare Advantage, small and large businesses, and individuals. With a focus on prevention and value, we aim to make quality care accessible to improve the oral health of all.

Job Description:
The opportunity: The Executive Assistant is accountable for the management of day-to-day administrative support for the Head of Operations & VP of Customer Experience. Light support will be provided to supporting Vice Presidents. The ideal candidate for this position is a strong and professional communicator, an excellent problem solver and self-starter, who is self-assured and thrives in a fast-paced environment. This team member must have excellent organizational skills and can multi-task while maintaining multiple deadlines and can be a key player on the team;

helping to support multiple initiatives for this business unit and build effective relationships across the organization. The role requires providing professional and proactive administrative assistance, managing complex and sensitive information, and on-site facility coordination.

• Manages all aspects of the leaders’ calendars and provide support for their teams as needed
• Promptly schedules meetings as requested, uses discretion to prioritize meeting requests, ensuring meeting conflicts are avoided and the leader’s business priorities are considered
• Where necessary provides agendas/pre-reads to meeting participants. Ensures the leader has agendas/pre-reads in advance of meetings
• Works with internal and external partners to book meetings; proactively prepares all meeting materials
• Coordinates booking (virtual) rooms, tracking agenda items, coordinating catering (if applicable) and technology services, and planning for guests to be greeted, as required
• Responsible for sitting in the reception area of our Milwaukee Office which includes greeting guests
• Take ownership of the logistics for meetings and maintain detailed minutes
• Helps to organize monthly and quarterly meetings for the team and collects agenda items.
• Monitors and responds to emails on behalf of the leader
• Tracks action items, requests, and other important deadlines on behalf of the leader
• Manages all travel arrangements, accompanying material for the leaders, and provides support for the team as needed
• Thoughtfully manages the leader’s travel arrangements (both domestic and international) ensuring complex itineraries are accommodated
• Makes appropriate arrangements ensuring travel preferences are considered and can troubleshoot travel problems as needed
• Prepares expense reports for the leader and their direct reports in a timely manner, resolving all issues
• Manages relevant purchase orders for business unit
• Builds strong relationships with EAs and other internal partners
• Provides backup for other administrative staff within SLF U.S

• A minimum of 3 years’ experience working as an Executive Assistant supporting senior leaders
• Advanced mastery of the full Microsoft office suite, including Word, PowerPoint, Excel, Adobe, One Note, and Share Point
• Experience with Zoom, Microsoft Teams, Concur Expense Management and Workplace is a plus
• Experience working in a corporate environment
• Excellent organizational, time management skills, and high attention to detail with the ability to manage changing priorities with ease
• Positive attitude; with a strong client service orientation; and a sense of humor
• Excellent verbal and written communication skills
• Excellent business acumen, with the ability to…