Administrative Asst/Exec. Asst 5 - 110341

Administrative Asst/Exec. Asst 5 - 110341

BC Forward is looking for Senior Administrative & Executive Assistant (Hybrid - Remote)

Position: Senior Administrative & Executive Assistant (Hybrid - Remote)

Location: Tucson, AZ 85705 (98% remote, 2% office)

Anticipated Start date : ASAP
Duration: 3 Months contract with an extension
Pay Rate : $32.00hr on W2
Interview Process: 1 - Phone Screening, 2 - Virtual Interview/Inperson Interview.
Need: Required: 5+ years of administrative experience with at least 3 years supporting executives directly. Preferred: Experience in remote work environments and knowledge of healthcare or insurance operations.


Job Description:


Job Title:
Senior Executive & Administrative Assistant

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Job Summary:
The Senior Executive & Administrative Assistant provides high-level administrative support to senior leadership within a dynamic, remote-first environment. This role involves managing complex schedules, coordinating strategic meetings, maintaining confidential documentation, and overseeing operational tasks across geographically dispersed teams. The ideal candidate will act as a central point of communication, ensuring seamless coordination between internal departments and external stakeholders.

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Key Responsibilities:

• Oversee general office operations, including supply ordering, records management, and basic bookkeeping.
• Review, approve, and manage distribution of corporate documents such as invoices, reports, memos, letters, and financial statements.
• Analyze incoming communications (memos, submissions, reports) and determine prioritization and routing.
• Prepare meeting agendas, schedule logistics, and document minutes for committee, board, and executive-level meetings.
• Coordinate travel arrangements, prepare expense reports, and manage reimbursements for team members and leadership.
• Support special projects such as employee engagement initiatives, policy maintenance, and procurement.
• Serve as a proactive communicator and organizer across time zones, ensuring timely follow-up on action items and deliverables.

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Key Skills & Competencies:

• Excellent verbal and written communication skills.
• Strong multitasking abilities with a focus on accuracy and timeliness.
• High level of discretion and ability to maintain confidentiality.
• Exceptional calendar management, meeting facilitation, and note-taking skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to work independently, manage time efficiently, and take initiative.
• Experience with virtual collaboration tools and remote coordination.
• Strong interpersonal and customer service skills.
• Demonstrated experience in event planning, budget tracking, and project coordination.
• Leadership and mentoring capabilities are a plus.

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Education & Experience:

• Required: High school diploma or GED equivalent.
• Preferred: Post-secondary education or certification in administrative or business fields.
• Required Experience: Minimum 5 years of relevant administrative experience, with at least 3 years supporting executives directly.
• Preferred Experience: Experience working in a fully remote environment; familiarity with healthcare or insurance industry operations is a plus.

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Story Behind the Need:
What is the purpose of this team?
The McHIM Program Management team oversees critical functions including formulary and benefit requirements documentation, implementation, maintenance administration, and pharmacy claims processing for Centene Medicaid, Medicare, and Commercial plans.
Describe the surrounding team and work environment:
The team operates remotely across multiple U.S. locations, primarily in California and Arizona. It collaborates closely with other departments across Centene, including pharmacy operations, IT, finance, and compliance. The culture is collaborative, results-driven, and highly communicative despite being fully remote.
Is this part of a larger hiring initiative?
This is a standalone hire due to an immediate leave of absence by the current Executive Assistant, creating a critical support gap that needs urgent attention.

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A Day in the Life:
Day-to-Day Responsibilities:

• Begin the day by reviewing emails received from East/Central time zone colleagues (due to time zone differences).
• Schedule, reschedule, and coordinate a high volume of internal and external meetings.
• Draft and distribute meeting agendas and materials in advance.
• Take detailed minutes during team and executive-level meetings.
• Track and follow up on post-meeting action items and deliverables.
• Arrange travel logistics and submit expense reports for leadership and team members.
• Manage recurring administrative tasks such as supply orders and engagement initiatives.
• Lead ad hoc projects like organizing quarterly team gifts, updating policies, or streamlining processes.

Performance Expectations:

• Maintain accurate and timely communication across all stakeholders.
• Ensure calendar efficiency and minimal scheduling conflicts.
• Demonstrate proactive problem-solving and initiative without constant oversight.
• Keep sensitive information secure and confidential at all times.

What Makes This Role Unique?

• The role requires adaptability to frequent changes, especially around scheduling and priorities.
• The assistant must be comfortable navigating a remote, fast-paced environment with minimal face-to-face supervision.
• Success in this position means becoming an essential partner to leadership, enabling them to focus on strategic goals while handling the logistical complexity behind the scenes.

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Candidate Requirements:
Must-Have Qualities (Ranked):

Discretion & Confidentiality - Handling sensitive executive and organizational information.

Adaptability & Flexibility - Navigating changing priorities, time zones, and last-minute adjustments.

Calendar Management & Meeting Coordination - Agendas, scheduling, minutes, and follow-ups.

Nice-to-Have Traits:

• Interest in long-term career growth within the organization (not guaranteed but preferred).
• Self-motivated and proactive personality.
• Strong attention to detail with a bias toward action.
• Engaged, energetic presence who contributes ideas and solutions.

Interested candidates please send resume in Word format Please reference job code 239838 when responding to this ad.

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