Position Summary
The Senior Program Specialist, Office of the CEO, provides high-level operational, administrative, and program support to the Office of the CEO. Working in close partnership with the Manager, Office of the CEO, this role helps ensure the CEO's priorities, engagements, communications, and commitments are well coordinated, appropriately triaged, and carried through to completion. This is a fast-paced, highly visible role that requires strategic thinking, exceptional attention to detail, sound judgment, discretion, adaptability, and a concierge level of service. The successful candidate will be proactive, resourceful, composed under pressure, and comfortable operating in a dynamic environment where priorities and schedules can change quickly.
Key Responsibilities
Executive Inbox Management
- Monitor the CEO's and Manager, Office of the CEO's inboxes to maintain awareness of requests, priorities, commitments, and time-sensitive matters
- Triage incoming communications and identify items requiring executive attention, response, delegation, coordination, tracking, or escalation
- Draft and prepare correspondence for review, as appropriate
- Exercise sound judgment and discretion when handling confidential executive communication
Executive Office Coordination & Tracking
- Maintain executive office trackers for requests, commitments, decisions, deliverables, and outstanding action items
- Translate incoming communications, meeting outcomes, and verbal requests into clear actions, owners, deadlines, and next steps
- Monitor deadlines and follow up with owners to ensure commitments are completed
- Maintain a centralized view of executive priorities and provide concise status updates to the Manager, Office of the CEO
- Identify potential gaps, competing priorities, risks, or bottlenecks and elevate them with recommended next steps
Executive Readiness & Engagement Support
- Partner with the Manager, Office of the CEO, to ensure scheduling, preparation, logistics, and follow-up remain aligned
- Help coordinate briefing materials to prepare the CEO for meetings, Board activities, Town Halls, community events, speaking engagements, etc.
- Monitor the CEO's calendar, communications, and outstanding deliverables to anticipate upcoming needs
- Provide responsive, high-touch support reflective of a concierge level of service
Cross-Functional Coordination & Follow-Through
- Serve as a key point of coordination among the Office of the CEO, Executive Assistants, senior leaders, and other internal and external partners
- Facilitate follow-up on requests and assignments originating from the CEO and Manager, Office of the CEO
- Monitor progress on key initiatives and escalate delays, unresolved items, or potential concerns
- Provide operational continuity and coverage when the Manager, Office of the CEO, is unavailable
- Support special projects and emerging priorities as needed
Process Improvement & Office Effectiveness
- Identify opportunities to improve executive office workflows
- Develop and maintain standard processes, templates, checklists, and organizational tools
- Leverage Microsoft 365 and AI-enabled tools to improve efficiency, accuracy, and visibility
- Help create consistent, scalable processes that strengthen the overall effectiveness of the Office of the CEO
Work Arrangement & Schedule Expectations
- This is a hybrid role with in-person presence determined by the needs and schedule of the CEO and the Office of the CEO
- The individual may work from and travel between company offices in Philadelphia and Newtown Square
- Flexibility in work location and hours is required to accommodate changing executive schedules, meetings, events, and business priorities
- Occasional early morning, evening, or off-hours support may be required
- The role requires the ability to respond quickly and professionally as priorities shift
Qualifications & Experience
- Bachelor's degree preferred, or an equivalent combination of education and relevant experience
- Three to five years of experience in executive support, executive operations, program or project coordination, or a related function
- Experience supporting an executive leadership office preferred
- Healthcare or health insurance experience preferred
- Exceptional written and verbal communication skills
- Strong organizational, analytical, and problem-solving skills with the ability to manage multiple competing priorities
- Experience managing workflows, trackers, deadlines, and cross-functional deliverables
- Advanced proficiency in Microsoft Outlook, Excel, PowerPoint, Teams, and other Microsoft 365 applications
- Ability to exercise sound judgment, maintain confidentiality, and handle sensitive executive matters
- Demonstrated ability to work independently while maintaining close coordination and communication with the Manager, Office of the CEO
Key Attributes
- Exceptional attention to detail and follow-through
- Strong judgment and ability to recognize what requires immediate attention
- Strategic thinker with the ability to anticipate needs and connect details to broader priorities
- Strong executive presence and professional communication skills
- High degree of discretion, integrity, and accountability
- Proactive, resourceful, and solutions-oriented
- Collaborative working style with strong communication and situational awareness
- Adaptable and composed in a dynamic, frequently changing environment
- Comfortable interacting with senior leaders and holding others accountable for commitments and deadlines
- Commitment to responsive, thoughtful, concierge-level service
HybridIndependence has implemented a "Hybrid" model which provides our associates with the ability work in the office 3 days a week (Tuesday, Wednesday & Thursday) and remotely 2 days a week (Monday & Friday). This role is designated as a role that fits into the "Hybrid" model. While associates may work remotely, the work must be performed in the Tri-State Area of Delaware, New Jersey or Pennsylvania.
Must have an Android or iOS device which is compatible with the free Microsoft Authenticator app.
