Executive Assistant

The Executive Assistant identifies and resolves problems in a timely manner, gathers and analyzes information skilfully, maintains confidentiality, and anticipates the needs of those they support. 

 

Key Responsibilities:

Travel: Handles travel arrangements using Cigna’s online travel booking tool.

Expenses: Submits accurate and timely submission of expense reports.

Calendar management: Manages calendar system and seeks opportunities to enhance efficiencies. Makes last minute calendaring decisions based on priority and business needs using sound judgment. Advises of last-minute scheduling changes and communicate via e-mail, telephone and/or text message when appropriate.

Meeting planning: Schedules and organizes internal and external meetings, including any necessary logistics.

Staff Support: Attends staff meetings to record minutes, track takeaways, follow up on action items, and manage invitations for guest attendees. Maintains department organization chart and email distribution lists.

Onboarding:  Plans and coordinates on-boarding and off-boarding of employees/contractors.

Productivity support: Secures help desk support as needed to trouble shoot/resolve computer/phone/printer issues, orders equipment and supplies for department using the portal supply system, and manages department space planning in partnership with Corporate Real Estate.

Special projects/programs: Manages team-wide projects/programs as needed, such as team-building events, or other events.

Communications: Drafts/edits/finalizes correspondence (letters, memos, mailings, email); creates Excel spreadsheets to track/monitor information; prepares Power Point presentations and misc. reports.

Other: Recognizes varying complexities within situations and manages or diffuses issues appropriately. Displays good judgment and decision making ability and projects this skill onto others.

 

Qualifications:

Candidate should have a minimum of 10 years of progressively responsible administrative experience.

Collaborative team player that can build / maintain a team based environment and work closely with employees at all levels within the organization.

Must have high level of interpersonal skills to handle sensitive and confidential situations as well as communicate with individuals at all levels of the organization.

Previous experience working at Fortune 500 companies highly desired.

Expert skills with critical Microsoft tools, including, Word, Excel, PowerPoint, Outlook and its calendar functions.

Professional demeanour with excellent verbal and written communication skills.

High energy with the ability to keep up with a fast-paced working environment.

High degree of integrity and accountability to delivery strong, high-quality outcomes.

Ability to work independently and maintain confidential information in highly professional manner.

Ability to have a high-level of accuracy and detail-oriented.

Demonstrated flexibility, ability to adjust priorities, and a solutions-oriented mindset required.

Proactively anticipates needs of the team – always thinking ahead.

Experience with supporting a virtual workforce.

Possess technical proficiencies with audio and voice equipment as well as mobile and desktop devices.

Travel may be required to other Cigna locations and off-sites as needed to support senior leadership.