Administrative Assistant | Customer Facing

Wesley Des Moines; Des Moines (IA); On-site; USD 10,000 - 60,000; Full time

Job summary

Join a dynamic team dedicated to enriching the lives of older adults through community and choice in the Administrative Assistant role. This position supports the campus leadership team by providing essential administrative assistance, creating a welcoming environment, and ensuring professional service for all visitors and staff. With a focus on maintaining strong relationships and delivering superior service, you will play a pivotal role in the daily operations of a respected service organization. If you're looking for a fulfilling career where you can make a difference, this opportunity is perfect for you.

Benefits

Medical and Vision Insurance

Dental Insurance

Paid Time Off (PTO)

403(b) Retirement Plan with Company Match

Employee Assistance Program (EAP)

Food and Beverage Discount

Recognition and Reward Platform

Qualifications

• Bachelor's degree in business administration or equivalent work experience required.
• Strong Excel skills including pivot tables, formulas, and charts.

Responsibilities

• Create a welcoming environment for visitors and employees through various channels.
• Perform a wide range of administrative support including record management and invoicing.

Skills

Excel (Pivot Tables, VLOOKUP)

Multi-line Telephone Proficiency

Microsoft Office Suite

Database Management

Written Communication

Education

Bachelor's Degree in Business Administration

Equivalent Work Experience

Tools

TELS

DSSI

Inspire

Dayforce

Job description

As a service organization, Wesley selects employees who bring our mission to promise. When you become a member of the Wesley team, you contribute to the active lifestyle, high quality of care, and other services we provide to older adults at our award-winning communities or other residences. Our workforce is as diverse as our services, which include independent living, assisted living, Catered Living, memory care, skilled nursing, rehabilitation, hospice, home care, and home health.

Our Total Rewards philosophy is a balanced approach that meets the needs of employees on their career journey, whether they are just joining the workforce or nearing retirement. We evaluate our Total Rewards offerings annually to provide benefits that employees find meaningful. In addition to competitive wages and a commitment to pay equity, we offer the following benefits and other compensation:

• Employees, and their families if elected, can participate in medical and vision insurance (full time and ACA eligible), dental (full time), and group life (employee only for full time, excludes part-time and on-call staff)
• We offer a combined paid time off (PTO) policy which incorporates state paid sick leave with company paid time off at an accrual rate of 0.0607 per hour worked, equivalent to 120 hours of PTO at 2,080 hours worked in a year. We also offer 6 Paid Holidays (8 hours for full time and 6 hours for part time per event, excludes on-call staff) and 1 Personal Holiday of Choice per year (excludes on-call staff)
• Retirement planning is encouraged through our 403(b) plan that includes a generous 100% company match on the first 4% of earnings an employee contributes. There is a 5-year vesting schedule on the company match, and minors are ineligible for the company match
• A food and beverage discount of 50% is available to all employees at any Wesley bistro. Employees are also eligible for On-Demand Pay with Dayforce Wallet. Minors need parental consent to access this benefit
• To assist employees with challenges outside of the workplace, Wesley offers an Employee Assistance Program (EAP), which is 100% company paid. Additionally, Wesley Community Foundation provides grants to qualifying employees as detailed in the plan summary
• Lastly, the efforts and contributions of our valued employees are celebrated in our best-in-class recognition and reward platform, Inspire. Points earned for various reasons may be redeemed for a variety of merchandise, gift cards, tickets, travel, and other experiences selected by the employee

This summary is intended to reflect the most reasonable and genuinely expected offering of benefits and other compensation for the posted job. The official website for all Wesley job postings is https://wesleychoice.org/careers/. Wesley is not responsible for content on third-party job boards. Salary ranges, benefits, and other compensation are subject to change.

Enrich the lives of older adults through community, choice, and continuing care in the Administrative Assistant role.

The Campus Administrative Assistant supports varying administrative needs of the campus leadership team. Reporting to the Campus Leader, the administrative assistant will create a welcoming environment, deliver superior service, and maintain a professional workplace setting for employees, vendors, and visitors.

Find your sense of belonging at Wesley!

You will provide continuing care through these responsibilities

Essential functions of this position include the following:

• Create a welcoming environment for visitors, vendors, guests, and employees through various channels of connection (telephone, in-person, email, video, software)
• Maintain familiarity with company services, locations, functions, and employees in order to properly route calls, emails, in-person inquiries, deliveries, inter-office mail, and more
• Perform a wide range of administrative support such as record management, reporting, mail distribution, invoicing, and database management
• Serve as a trainer for common workplace software and technology (i.e., TELS, DSSI, Inspire, Dayforce, and more)
• Establish and maintain professional relationships with employees, visitors, and vendors
• Ensure adequate inventory of office supplies, organization of workrooms and breakroom, and uptime of business equipment
• Maintain and coordinate meeting room availability
• Gather and organize information for projects and special events
• Other duties and special projects as assigned

Our requirements and qualifications for success

• Bachelor's degree in business administration or equivalent work experience
• Proficient use of multi-line telephone
• Strong Excel skills including pivot tables, formulas, VLOOKUP, and charts
• Intermediate-to-advanced computer and software skills (Microsoft Office, mobile apps, cloud-based programs, etc.)
• Ability to operate common office equipment (copier, fax machine, laminator, postage meter, etc.)
• High accuracy rate with data entry; strong grammar and etiquette in written communications
• Ability to handle frequent interruptions, work independently, prioritize and coordinate multiple tasks with a strong sense of urgency
• Ability to maintain confidentiality regarding business matters
• Demonstrated ability to read, write, speak, and understand English

Physical, environmental, and mental requirements

• Giving full attention to what other people are saying, understanding points being made, and asking questions as appropriate
• Near and far vision acuity
• Repetitive motion such as working on a computer terminal
• Ability to sit, stand, bend, and twist for prolonged or intermittent periods
• Ability to lift up to 25 pounds
• Subject to frequent interruptions
• Minimal, local, same-day travel as needed

Salary Range: $21.60 to $31.77 per hour