Executive Assistant-Onsite- Des Moines, Iowa

Wellabe•Des Moines, IA

2d•Onsite

About The Position

Wellabe is looking for an Executive Assistant to join our team. The Executive Assistant will provide comprehensive administrative and organizational support to assigned executives and their departments. This role ensures the smooth operation of daily activities by managing executive schedules, coordinating communications on their behalf, and handling confidential information. Function as the central point of coordination for departmental priorities, providing essential support that enhances productivity and strengthens team cohesion.

Requirements

Advanced knowledge of MS Office Suite (Excel, Word, PowerPoint, and Outlook).
Proficiency in using office software, scheduling tools, and other relevant technology for administrative tasks.
Excellent organizational, time management, and problem-solving skills.
Strong attention to detail to ensure accuracy in all tasks, including document proofreading and data entry.
Discretion and ability to handle confidential information.
Strong communication (written and verbal) and interpersonal abilities.
Ability to be proactive involving taking initiative, anticipating potential challenges, and actively seeking opportunities for improvement.
A strong understanding of administrative procedures, including managing calendars, organizing meetings, and handling correspondence.
Skill in identifying issues and finding effective solutions, often under time constraints.
The ability to adapt to changing priorities and situations while maintaining productivity.
Bachelor's degree in business, marketing, or related field.
Combination of education and/or relevant work experience may be accepted in lieu of degree.
3+ years of administrative support.
Experience supporting senior leadership role.

Nice To Haves

Previous experience in insurance industry is a plus.

Responsibilities

Manage assigned executive's calendar, schedule appointments, meetings, and events, prioritizing tasks to optimize their time.
Assist the executive in managing their time effectively, ensuring tasks and responsibilities are completed on time.
Make travel arrangements, including researching and booking flights, accommodations, and transportation when necessary.
Prepare agendas, materials, and presentations for meetings.
Attend meetings as requested to record minutes and track action items.
Review and edit presentations as necessary.
Provide support on special project and initiatives, including research, data analysis, and coordination with other departments when necessary.
Help ensure smooth onboarding for new employees by coordinating with HR and assigned department leader to ensure smooth transition into the organization.
Coordinate and enhance team engagement initiatives by contributing creative ideas for team-building activities and volunteer opportunities, fostering a collaborative and positive workplace culture.
Manage and order office supplies and equipment for assigned departments.
Handle expense reporting, monitor budget compliance, and process expense reimbursements for the executive.
May manage budget for specific events.
Analyze current processes, workflows, and systems to identify areas for improvement and optimization.
Review and process invoices, verifying accuracy, researching inaccuracies and ensuring timely payment to vendors.

Benefits

Hybrid availability
401(k) with generous, full vested company match
Health insurance
Paid time off, holidays
Volunteer time off
Lifestyle Spending Account (LSA)
Paternal leave
Legal insurance
EAP
Travel accident insurance
Growth opportunities
LinkedIn Learning Premium access
CliftonStrengths® assessment and coaching
On-site and virtual workshops and cohorts featuring world-class content from FranklinCovey, Crucial Learning, Gallup, and more
Free world-class insurance acumen courses through AHIP and LOMA
Reimbursement and bonus opportunities for professional designations and certifications, including a tuition reimbursement program
Opportunities to take part in Wellabe's mentorship programs