Administrative Assistant III - Health Network

Wellmark, Inc.; Iowa (LA); Hybrid; USD 52,000 - 66,000; Full time

Job summary

Wellmark Blue Cross Blue Shield in Des Moines, IA, is seeking an Administrative Assistant III to support 2-3 Directors in the Health Network department. Responsibilities include complex calendar/inbox management, meeting prep, travel coordination, drafting communications, and coordinating events.

You are organized, proactive, tech-savvy, and able to work independently with minimal supervision in a dynamic corporate environment.

Qualifications

• Associate's Degree in Business, Office Administration, or related area, or direct equivalent work experience.
• 4+ years of administrative assistant experience supporting multiple leaders and teams.
• Strong Microsoft Office experience —Outlook, Teams, Word, PowerPoint, Excel, and Visio.
• Strong and effective written and verbal communications.
• Effective project support, multi-tasking, and organizational skills, including time management and prioritization.
• 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.
• 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.
• 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.
• 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.

Skills

Calendar management

Communication

Time management

Independence

Adaptability

Education

Associate's Degree in Business or related

Tools

Outlook

Teams

Word

PowerPoint

Excel

Visio

Job 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!

Learn more about our unique benefit offerings here.

About the Role:

In this Administrative Assistant III position, you will support 2-3 Directors and their teams within the Health Network department. Support will include complex calendar and inbox management, meeting preparation/coordination (e.g., agendas, minutes, arrangements and executing on assignments), travel coordination for internal and external stakeholders, drafting communications, proofreading/editing presentations and materials, department event coordination, assisting with onboarding new team members, and other projects as assigned. You'll work closely with Administrative Assistants within the Health Care Innovation 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. A positive demeanor, relationship building and developing/ maintaining trust, both internally and externally, are the keys to success in this position.

About You:

You love to plan the work and work the plan. You’re a structured and detailed organizer of information yet are flexible and shift quickly when plans change. You are strong in proactively making decisions, improving processes, anticipating needs, and driving plans forward with minimal supervision. You're skilled at managing complex calendars due to your keen problem-solving skills and resiliency - piecing together agendas and schedules is a puzzle that energizes you! You are tech savvy and love learning knew systems and applications to make work more efficient and successful. You're motivated by the ability to provide a broad scope of administrative support to your leader and team in a dynamic corporate environment.

This position will work a hybrid schedule of at least 3 days in Wellmark's Des Moines office (Tues-Thurs), with 2 days remote option (Mon and Fri).

Required Qualifications:

• 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.

What you will do:

• 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.

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.

Applicants requiring a reasonable accommodation due to a disability at any stage of the employment application process should contact us at [e-mail]

Please inform us if you meet the definition of a "Covered DoD official".

At this time, Wellmark is not considering applicants for this position that require any type of immigration sponsorship (additional work authorization or permanent work authorization) now or in the future to work in the United States. This includes, but IS NOT LIMITED TO: F1-OPT, F1-CPT, H-1B, TN, L-1, J-1, etc. For additional information around work authorization needs please refer to the following resources: Nonimmigrant Workers and Green Card for Employment-Based Immigrants

Wellmark supports and expects the responsible use of AI for our workforce! We welcome the responsible use of these tools by job seekers as well and are interested in learning from you; you will have an opportunity in the application process to share which tools you used and how you applied them.