Administrative Assistant III - Health Services

Wellmark, Inc.•Des Moines, IA

4d•Hybrid

About The Position

In this Administrative Assistant III position, you will support Directors and their teams within the Health Services team. Support will include complex calendar and inbox management, meeting preparation/coordination (e.g., agendas, minutes, arrangements and executing on assignments), travel coordination for internal and external stakeholders, drafting communications, proofreading/editing presentations and materials, assisting with onboarding new team members, and other projects as assigned. You'll work closely with Administrative Assistants within the division and across the company to deliver results collaboratively, but you’ll also work independently when appropriate, taking ownership and accountability for your daily work. Relationship building and developing and maintaining trust, both internally and externally, is key. This position will work a hybrid schedule of at least 3 days in a Wellmark's Des Moines office (Tues-Thurs), with 2 days remote option (Mon and Fri).

Requirements

Associate's Degree in Business, Office Administration, or related area, or direct and equivalent work experience.
4+ years of previous administrative assistant experience providing advanced support to multiple leaders and teams within an office environment.
Strong Microsoft office product experience —e.g., Outlook, Teams, Word, PowerPoint, Excel and Visio.
Strong and effective written and verbal communications skills.
Effective project support, multi-tasking, and organizational skills, including time management and prioritization. Ability to succeed in a fast-paced office environment with multiple assignments and deadlines. Flexible and adaptable to change.
Strong attention to detail with demonstrated accuracy.
Ability to operate independently and make decisions by following procedures that may include ambiguity.
High level of initiative, effort, and commitment to completing tasks efficiently while anticipating the needs of others.

Responsibilities

Provide support to team members, customers, vendors, stakeholders and employees through friendly, professional, timely and accurate response to their inquiries. Where situations allow provide problem resolution, research, and interpretation of departmental procedures, and provide recommendations that proactively support customer satisfaction.
Accurately and effectively perform calendar management by resolving timing conflicts, schedule meetings, prioritize and manage multiple inquiries, handle mail distribution and receipt. Ensure all meeting materials are provided to participants and the necessary equipment is available.
Participate in the budget process for multiple departments to ensure timely completion, including but not limited to planning, data entry, account reconciliation and the timely handling of bills with internal and external customers/vendors.
Prepare and/or create error free moderately complex documents and materials in a timely manner for internal/external communications. May maintain database(s) including the entry, analysis and the gathering of information to produce reports. Compile data from multiple sources and create sensible charts, graphs, and reports. Exercise solid judgment/discretion in the collection and dissemination of sensitive/confidential information. This could include confidential documents such as business plans, legal actions, personnel information, etc.
Provide moderately complex administrative support to multiple departments including but not limited to submitting expense reports, event planning, catering requests, coordination of travel arrangements, ordering departmental supplies, and assist with intra-department documentation and file management.
Coordinate and define department projects with emphasis in planning, managing resources, communication of recommendations, and may be responsible for leading project implementation.
Other job duties as assigned.