Full job description Company Description
Why Wellmark : We are a mutual insurance company owned by our policy holders across Iowa and South Dakota, and we've built our reputation on over 80 years' worth of trust. We are not motivated by profits. We are motivated by the well-being of our friends, family, and neighbors–our members. If you're passionate about joining an organization working hard to put its members first, to provide best-in-class service, and one that is committed to sustainability and innovation, consider applying today!
Job Description
About the Role: In this Administrative Assistant position, you will support two Directors in our Operations division with complex calendar and inbox management, meeting preparation/coordination (e.g., agendas, minutes, arrangements), travel coordination for internal and external stakeholders, drafting communications, proofreading/editing presentations and materials, assist with onboarding new leaders 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.
Our Ideal Candidate: Loves to plan the work and work the plan. They are tech savvy and can easily learn new systems and programs when needed. They proactively make decisions, improve processes, anticipate needs, and drive plans forward with minimal supervision– they're skilled at thinking ahead and taking appropriate action. Strong written communication and the ability to craft messaging, and PowerPoint presentations is a strength. They're also skilled at managing complex calendars due to their keen problem-solving skills and are known for being a trusted partner who can maintain a high level of confidentiality.
This is a hybrid position - Mon/Fri are typically work from home days, while Tues/Wed/Thurs are the core in office days.
We are open to hiring at either level based on qualifications met below.
Qualifications
Required for the Administrative Assistant II level: High School diploma or GED At least 2 years of previous administrative assistant experience providing support to multiple leaders and teams within an office environment. Proficient with Microsoft office products —e.g., Outlook, Word, PowerPoint, Excel and Visio. Demonstrated verbal and written communication skills. Demonstrated multi-tasking skills and the ability to handle multiple assignments. Good organizational skills, including time management. Ability to make decisions by following established procedures. Demonstrated ability to work in a fast-paced office environment under deadlines. Strong attention to detail with demonstrated accuracy. Familiar with SharePoint. Required for the Administrative Assistant III level: 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, 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. Preferred for either level: Experience with taking and distributing meeting minutes. Additional Information
a. 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.
b. 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.
c. 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.
d. 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.
e. Administrative Support - Provide moderately complex administrative support to multiple departments including but not limited to answering phones, responding to customer inquiries, data entry, event planning, coordination of travel arrangements, ordering departmental supplies, and assist with intra-department documentation and file management.
f. Project Management – Coordinate and define department projects with emphasis in planning, managing resources, communication of recommendations, and may be responsible for leading project implementation.
g. Other job duties as assigned.
An Equal Opportunity Employer The policy of Wellmark Blue Cross Blue Shield is to recruit, hire, train and promote individuals in all job classifications without regard to race, color, religion, sex, national origin, age, veteran status, disability, sexual orientation, gender identity or any other characteristic protected by law.
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