Executive Assistant, Experienced

Your Role

The Information Security, Risk & Operations (ISRO) department protects enterprise information and technology assets, strengthens regulatory and risk disciplines, and enables resilient business operations. ISRO partners across Stellarus, Ascendiun, Blue Shield of California, and other family-of-companies stakeholders to deliver security capabilities, manage risk, support audits and compliance obligations, and advance operational resilience.

The Executive Assistant, Experienced will report to and fully support the Vice President, Chief Information Security Officer (CISO), while providing coordinated administrative support to the ISRO Chief of Staff and direct leadership team. This role serves as a trusted operational partner who anticipates needs, protects executive focus, improves the flow of information, and helps the ISRO leadership team operate with consistency, urgency, discretion, and accountability.

The successful candidate will understand the pace and sensitivity of a cybersecurity, risk, and operations environment. They will confidently manage competing priorities, confidential matters, executive communications, leadership cadences, cross-functional dependencies, and time-sensitive requests involving audit, compliance, risk, incident readiness, customer commitments, and organizational change.

Our leadership model is about developing great leaders at all levels and creating opportunities for our people to grow personally, professionally, and financially. We are looking for people who are energized by creative and critical thinking, building trusted relationships, getting results the right way, fostering continuous learning, and enabling teams to work together with clarity and purpose.

Responsibilities

Your Work

In this role, you will:

• Perform complex administrative, analytical, and procedural work with a high degree of autonomy, sound judgment, discretion, and attention to detail.
• Manage administrative matters in the absence of, or on behalf of, the CISO, using established priorities, decision rights, and escalation paths.
• Own the CISO’s calendar and daily operating rhythm, including prioritizing requests, resolving conflicts, protecting focus time, and ensuring the executive is prepared for key decisions and commitments.
• Coordinate closely with the ISRO Chief of Staff and leadership team to align calendars, agendas, materials, decisions, action items, and follow-through across department-wide priorities.
• Prepare and manage leadership cadences such as CISO staff meetings, ISRO leadership meetings, all-hands meetings, planning sessions, executive reviews, customer discussions, audit and compliance reviews, and other recurring forums.
• Develop meeting agendas, pre-reads, briefing materials, notes, decision summaries, and action trackers; confirm owners and due dates and follow up to closure.
• Serve as an administrative liaison among the CISO, Chief of Staff, ISRO leaders, employees, enterprise partners, customers, vendors, and external contacts.
• Handle sensitive and confidential information related to cybersecurity, risk, audit, compliance, investigations, organizational planning, staffing, vendors, and executive decisions with appropriate care and need-to-know discipline.
• Independently plan leadership meetings, workshops, employee events, and organizational sessions, coordinating facilities, food, technology, accessibility, and security requirements at approved locations.
• Coordinate domestic and international travel arrangements, itineraries, contingency plans, and supporting logistics for the CISO and, when requested, ISRO leaders.
• Process and monitor expense reports, invoices, purchase and travel approvals, and other administrative transactions through Concur and designated enterprise systems, ensuring completeness and policy compliance.
• Support third-party and vendor administration by coordinating meetings, documentation, approvals, onboarding steps, renewals, and follow-ups with procurement, finance, legal, and ISRO owners.
• Maintain ISRO distribution lists, leadership rosters, organizational charts, contact lists, team calendars, SharePoint content, and other department records as assigned.
• Help establish consistent administrative practices across ISRO, including templates, intake and routing conventions, meeting norms, records organization, and executive communication workflows.
• Coordinate urgent communications and meeting logistics for time-sensitive security, risk, audit, compliance, or operational matters while following established incident and escalation protocols.
• Use Microsoft Copilot and other approved AI capabilities to streamline scheduling, prepare summaries, improve information retrieval, automate repeatable administrative work, and create practical agents or workflows where appropriate.
• Model responsible use of AI by protecting confidential information, validating outputs, following company policies, and sharing effective administrative practices with the broader admin community.
• Anticipate operational gaps, identify opportunities to remove administrative friction, and recommend improvements that help ISRO leaders make decisions and execute more effectively.
• Provide backup and partnership support to other executive assistants and administrative professionals across Technology and the Ascendiun family of companies as business needs require.

Qualifications

Your Knowledge and Experience

• Bachelor’s degree or High School Diploma/GED and 4 years of additional relevant experience in lieu of a degree.
• At least 3 years of progressively responsible executive or senior-leadership administrative support experience.
• Experience supporting a senior executive in a complex, matrixed, regulated, technology, cybersecurity, risk, compliance, or operations environment is strongly preferred.
• Advanced proficiency in Microsoft Outlook, PowerPoint, Word, Excel, Teams, SharePoint, and Copilot is required.
• Working knowledge of Lucidchart is preferred; familiarity with Planview, Jira, Confluence, Service Marketplace, Concur, UltiPro or comparable enterprise platforms is a plus.
• Demonstrated ability to manage a dynamic executive calendar, recognize competing business priorities, and make appropriate trade-offs with limited direction.
• Exceptional written and verbal communication skills, including the ability to prepare polished executive materials, capture decisions accurately, and communicate with tact across all organizational levels.
• Strong organizational and follow-through skills, with the ability to manage multiple workstreams, deadlines, and stakeholders without losing detail or momentum.
• Demonstrated discretion and sound judgment when handling confidential, restricted, or sensitive business and security information.
• Ability to remain calm, flexible, resilient, and solutions-oriented during urgent requests, shifting priorities, and periods of organizational change.
• Customer-service mindset with the confidence to appropriately challenge, clarify, redirect, or escalate requests when scope, ownership, risk, timing, or decision rights are unclear.

Hybrid

This role requires employees to be in-office based on our hybrid workplace model, balancing purposeful in-person collaboration with flexibility. For most teams, this means coming into the office two days each week.

Employees living more than 50 miles from an office location will work with their manager to determine in-office time based on business need.

About Stellarus and the Ascendiun Family of Companies

Stellarus, launched in January 2025, is designed to scale innovative healthcare solutions that support customers in creating a health care experience deserving of their family, friends, and neighbors.

Stellarus is part of a family of organizations that is overseen by a nonprofit corporate entity named Ascendiun. The Ascendiun Family of Companies also includes Blue Shield of California and its subsidiary, Blue Shield of California Promise Health Plan and Altais, a clinical services company.

Stellarus’ vision is to empower its customers to create a healthcare experience that is worthy of their family, friends, and neighbors. Stellarus’ objective is to offer innovative, modern, scalable solutions that challenge the health care status quo. This very closely aligns with Blue Shield of California’s vision by using innovation to improve quality, affordability, and experience for members.

To achieve our mission, we foster an environment where all employees can thrive and contribute fully to address the needs of the various communities we serve. We are committed to creating and maintaining a supportive workplace that upholds our values and advances our goals.

Our Values

At Stellarus, our core values of agility, trust, drive, courage and service shape our approach to developing innovative product offerings.

Our Workplace Model

We believe in fostering a workplace environment that balances purposeful in-person collaboration with flexibility - providing clear expectations while respecting the diverse needs of our workforce. Our workplace model is designed around intentional in-person interaction, collaboration, connection, creativity and flexibility:

• For most teams, this means coming into the office two days per week.
• Employees living more than 50 miles from an office location, out of state employees, and employees in certain member-facing roles should work with their manager to determine in-office time based on business need.
• For employees with medical conditions that may impact their ability to work in-office, we are committed to engaging in an interactive process and providing reasonable accommodations to ensure their work environment is conducive to their success and well-being.

The Company reserves the right to require more presence in the office based on business needs, and requirements are subject to change with periodic reviews.

Physical Requirements

Office Environment - roles involving part to full time schedule in Office Environment. Based in our physical offices and work from home office/deskwork - Activity level: Sedentary, frequency most of work day.

Please click here for further physical requirement detail.

Equal Employment Opportunity

External hires must pass a background check/drug screen. Qualified applicants with arrest records and/or conviction records will be considered for employment in a manner consistent with Federal, State and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regards to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran status or disability status and any other classification protected by Federal, State and local laws.