Job Details

Job Description

Your Role

The Corporate Secretary team is dedicated to providing the Blue Shield and Ascendiun Boards of Directors the time, space, and support the Boards need to govern corporate entities within the Ascendiun family of companies and guide our overall mission.

The Board Coordinator - Executive Assistant, Senior will report to the Managing Associate General Counsel & Assistant Secretary with a dotted reporting line to the Board Liaison Vice President Communications and Corporate Citizenship. In this role you will be working with Board members, the Corporate Secretary, the Assistant Secretaries, our Board Liaisons and other business leaders to provide corporate governance and administrative support to the organization.

You will ensure there is clear, consistent, and coordinated communication with and for the Boards of Directors. The Board Coordinator supports the primary corporate entities of Ascendiun, Blue Shield, and Blue Shield subsidiaries such as Blue Shield of California Promise Health Plan and Blue Shield Life & Health Insurance Company, but does not support independent corporate entities such as Altais, Stellarus, or the Blue Shield of California Foundation.

Responsibilities

Your Work

In this role, you will:

• Support the Boards of Directors:
  • Maintain and manage Board and committee calendars
  • Track invites and RSVPs for meetings and report to relevant meeting facilitators
  • Create and manage invites for meeting attendees only attending for partial portions of meetings
  • Coordinate with event planners regarding travel, accommodations, and meeting requirements for Directors
  • Facilitate meeting logistics for Directors, assist with logistics for virtual meetings such as credentials, virtual security, attendee specific requirements, and lead the Board meeting tech testing process in advance of all Board meetings working closely with IT support and Board liaisons
  • Assist in creation and management of Board event attendees (dinners, retreat sessions, etc.) for approval by the CEO
  • Attend most Board meetings in Oakland to support ad-hoc requests from Board members, Corporate Secretary, and Board liaisons
• Documentation and Record keeping
  • Put together meeting materials, board packets, walk-in materials, and supporting documentation
  • Assist in preparation of Board Chair, Committee Chair, and executive packets for meetings (attendees, chair notes, run of show, printing)
  • Assist with preparation, approval, and retention of corporate minutes and consents
  • Track board approvals, track cadence calendar requirements for Boards and committees
  • Assist in maintaining internal Board Meeting Contributors' SharePoint site (materials, templates, timelines, deadlines, and protocols)
  • Organize, upload, and manage physical and digital archival records including shared drives, Diligent, and safe materials, and maintain corporate seals.
  • Draft, review, and send Board communications, reports and other documents as requested by Corporate Secretary team
  • Research and retrieve corporate records for meeting materials, special projects, sales & RFP support, regulatory inquiries, and other initiatives
• Legal and Statutory Support
  • Assist Directors in completion of legal, statutory, and administrative requirements (filings, attestations, training & continuing education
  • Assist Corporate Secretary team with compliance activities for corporate entities (filings, reporting, disclosure statements)
• Assist Corporate Secretary team with Board compensation (payments, reporting, tax, and HSA coordination)
• Handle expense reports and reimbursements for Directors
• Track and follow-up on action items for Directors, Corporate Secretary Team, and Board Liaisons to ensure deadlines are met
• Other duties as assigned

Qualifications

Your Knowledge and Experience

• Requires a bachelor's degree or equivalent experience
• Requires at least 5 years of prior relevant experience working with Boards of Directors in complex corporate structures, working with senior executive leadership and attorneys on legal requirements.
• Requires strong organizational, communication, and interpersonal skills
• Requires demonstrated ability to handle confidential information with discretion, preserving confidentiality and legal privilege as required
• Requires one to be a proactive problem solver with a consistent learning posture and keen attention to detail
• Requires advanced technical knowledge and experience with software and platforms such as Microsoft Office suite products, SharePoint, Diligent, as well as calendaring and finance/accounting software
• Notary and/or paralegal certification is preferred
• Experience with corporate governance and change management matters is strongly preferred

About the Team

About Blue Shield of California

As of January 2025, Blue Shield of California became a subsidiary of Ascendiun. Ascendiun is a nonprofit corporate entity that is the parent to a family of organizations including Blue Shield of California and its subsidiary, Blue Shield of California Promise Health Plan; Altais, a clinical services company; and Stellarus, a company designed to scale healthcare solutions. Together, these organizations are referred to as the Ascendiun Family of Companies.

At Blue Shield of California, our mission is to create a healthcare system worthy of our family and friends and sustainably affordable. We are transforming health care in a way that genuinely serves our nonprofit mission by lowering costs, improving quality, and enhancing the member and physician experience.

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.

Blue Shield is a U.S. News Best Company to work for, a Deloitte U.S. Best Managed Company and a Top 100 Inspiring Workplace. We were recognized by Fair360 as a Top Regional Company, and one of the 50 most community-minded companies in the United States by Points of Light. Here at Blue Shield, we strive to make a positive change across our industry and communities - join us!

Our Values:

• Honest. We hold ourselves to the highest ethical and integrity standards. We build trust by doing what we say we're going to do and by acknowledging and correcting where we fall short.
• Human. We strive to listen and communicate effectively, showing empathy by understanding others' perspectives.
• Courageous. We stand up for what we believe in and are committed to the hard work necessary to achieve our ambitious goals.

Our Workplace Model:

At Blue Shield of California and the Ascendiun Family of Companies, we believe in fostering a workplace environment that balances purposeful in-person collaboration with flexibility. As we continue to evolve our workplace model, our focus remains on creating spaces where our people can connect with purpose - whether working in the office or through a hybrid approach - by providing clear expectations while respecting the diverse needs of our workforce.

Two Ways of Working:

• Hybrid (Default): Work from a business unit-approved office at least two (2) times per month (for roles below Director-level) or once per week (for Director-level roles and above).Exceptions:

o Member-facing and approved out-of-state roles remain remote.

o Employees living more than 50 miles from their assigned offices are expected to work with their managers on a plan for periodic office visits.

o 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.

• On-Site: Work from a business unit-approved office an average of four (4) or more days a week.

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.