Administrative Assistant III - Business Analytics

Wellmark, Inc. • Des Moines, IA

4d • Hybrid

About The Position

Are you a detail‑oriented, proactive administrative expert who excels in fast‑moving, high‑energy settings? Do you take pride in supporting teams, managing priorities, and keeping workflows on track? If so, we have an exciting opportunity for you.
Join our innovative and dynamic organization as a strategic Administrative Assistant reporting to the Vice President of Business Analytics and providing additional support to directors and members of the Business Analytics teams. In this critical role, you will serve as a trusted partner to the VP, providing proactive and strategic support to ensure their success in driving initiatives.
In this role, you will act as a key point of contact for these critical functions, complex calendar & inbox management, scheduling meetings with internal and external stakeholders, travel coordination, greeting visitors, meeting preparation/coordination (e.g., agendas, minutes, arrangements), drafting communications, proofreading/editing presentations and materials, assisting with onboarding new leaders and handling all administrative tasks efficiently. Utilizing independent judgment and organizational skills to provide a broad scope of administrative support to the VP in carrying out their operational responsibilities and objectives in a fast-paced, enthusiastic environment. You will take independent actions following established procedures with limited supervision and provide support on several fronts including but not limited to time management, project support, planning, coordinating, scheduling, and researching while maintaining confidentiality.
Our Ideal Candidate: Your strengths shine when your leader trusts you to keep operations running smoothly because it allows you to showcase your ability to anticipate the needs of others and effectively juggle competing and shifting priorities. Loves to plan the work and work the plan. They’re organizers of information, structured, and detailed, yet they’re flexible and shift quickly when plans change. Proactively making decisions, improving processes, anticipating needs, and driving plans forward with minimal supervision is a strength – they’re skilled at thinking ahead and taking appropriate action. They’re also skilled at managing complex calendars due to their keen problem-solving skills and resiliency. (Piecing together schedules is a puzzle that energizes them!) They’re motivated by the ability to provide a broad scope of administrative support to others, including back-up support for other teams, in a dynamic corporate environment.

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

• Customer Service – 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.
• Time Data Management - 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.
• Budget - 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.
• Reporting - 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.
• Administrative Support - 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.
• Project 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees