Administrator, Health & Welfare Services

Insperity•Houston, TX

About The Position

This position provides administrative, clerical, coordination, and confidential support to the Vice President, Health & Welfare Services, and designated department leaders. The role requires strong organizational judgment, discretion, attention to detail, and working knowledge of departmental priorities, processes, and functions. The Administrative Assistant supports day-to-day department operations, executive scheduling, meeting coordination, onboarding and offboarding logistics, vendor and visitor coordination, expense and purchasing activities, event planning, document preparation, and other administrative needs that enable the Health & Welfare Services department to operate efficiently and effectively.

Requirements

High School Diploma or equivalent is required.
Two to five years of administrative experience is required.

Nice To Haves

Associate’s Degree in a related field is preferred.
Practical knowledge and experience in an insurance, financial, legal and/or compliance environment is preferred.

Responsibilities

Provides administrative and confidential clerical support to the Vice President, Health & Welfare Services, and designated department leaders, including correspondence, calendar management, meeting coordination, document preparation, and follow-up tracking.
Manages complex calendars, schedules meetings, reserves conference rooms, coordinates meeting logistics, prepares agendas, gathers materials, and records meeting notes or action items when requested.
Coordinates timely and cost-effective travel arrangements, prepares related documentation, and supports expense reporting, purchasing, invoice processing, credit card reconciliation, and acquisition activities in accordance with company procedures.
Screens and prioritizes correspondence, calls, meeting requests, visitors, and other inquiries; handles routine matters independently and directs issues to the appropriate leader, team member, or Insperity department.
Exercises sound judgment and discretion when handling confidential information, sensitive situations, competing priorities, and requests requiring executive attention.
Coordinates department onboarding, offboarding, personnel updates, office moves, equipment requests, system access needs, business cards, workspace setup, and related administrative activities in partnership with Corporate HR, Facilities, Communications, Information Technology, and other internal departments.
Serves as the department point of contact for facilities, office maintenance, conference room needs, supply inventory, equipment needs, and general workplace coordination.
Supports department communications, training sessions, and education activities.
Responsible for scheduling vendor meetings, carrier meetings, consultant meetings, and leadership meetings.
Leads committees for department activities and events, including All Hands meetings, Wellness Expo activities, On the 9th sessions, recognition events, celebrations, and other department or company events.
Prepares, proofreads, formats, and distributes presentations, reports, communications, meeting materials, spreadsheets, and other documents with strong attention to accuracy, consistency, grammar, and professional presentation.
Assembles data for special projects, prepares routine reports, performs basic statistical or formula reviews, and conducts high-level quality checks to ensure report accuracy and consistency with prior reporting.
Supports departmental budget tracking, expense coding, purchasing documentation, approval routing, and other routine reporting or administrative recordkeeping activities.
Coordinates updates, revisions, and administrative maintenance for department plans, contact lists, recurring reports, procedures, and the Department Disaster Response Plan.
Collaborates with Health & Welfare Services leaders and team members to identify administrative needs, resolve routine issues, improve coordination, and support consistent department operations.