Administrative Assistant III - Operations

Wellmark, Inc.; Des Moines (IA); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Wellmark, Inc. is seeking an organized Administrative Assistant to support the Director, Operations Business Support & Workforce Management and their team in Des Moines, IA. The role involves complex calendar & inbox management, travel coordination, meeting prep, and drafting communications.

The ideal candidate is detail-oriented, proactive, able to work independently, and comfortable in a fast-paced corporate environment. Hybrid schedule with some remote days is available.

Qualifications

• Associate’s degree in business, office administration, or related area, or equivalent work experience.
• 4+ years of administrative assistant experience supporting multiple leaders in an office setting.
• Strong Microsoft Office skills: Outlook, Word, PowerPoint, Excel, Visio.
• Excellent written and verbal communication skills.

Responsibilities

• Customer service—support team members, customers, vendors, and employees with timely, professional responses.
• Calendar management: scheduling meetings, resolving conflicts, prioritizing multiple inquiries.
• Travel arrangements and expense reports; coordinate events and materials.
• Prepare reports and create moderately complex documents for internal/external communications.
• Provide project support and assist with onboarding new leaders.

Skills

Microsoft Teams

Copilot

SharePoint

Microsoft 365

Calendar management

Time management

Education

Associate’s degree in business or office administration

Tools

Outlook

Word

PowerPoint

Excel

Visio

Job description

• Full-time
• Department: Operations | Claims | Customer Service | Business Support
• Pay Grade: 17

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!

Learn more about our unique benefit offerings here .

Want to know more? You can learn about life at Wellmark here .

Job Description

Are you an organized and proactive professional who thrives in a fast-paced and high energy environment? Do youpossessexceptional administrative skills and have a passion for helping others? If so, we have an exciting opportunity for you!

About the Role:Inthis Administrative Assistant position, you will supporttheDirector, Operations Business Support&WorkforceManagementand their team.You will act as a key point of contact to these critical functions, complex calendar & inbox management, scheduling meetings with internal and external stakeholders, travel coordination, greeting visitors, meeting preparation/coordination (e.g., agendas, minutes, arrangements), drafting communications, proofreading/editing presentations and materials, assist with onboarding new leaders and handling all administrative tasks efficiently.Utilizing independent judgment and organizational skills to provide a broad scope of administrative support to leaders in carrying out their operational responsibilities andobjectivesin a fast-paced, enthusiastic environmentwill be crucial. You willtake independent actions following established procedures with limited supervision and provide support on several fronts including but not limited to time management, project support, planning, budgeting, coordinating, scheduling, and researching whilemaintainingconfidentiality.

Our Ideal Candidate:Loves to plan the work and work the plan.They’reorganizers of information, structured, and detailed, yetthey’reflexible and shift quickly when plans change. Proactively making decisions, improving processes,anticipatingneeds, and driving plans forward with minimal supervision is a strength –they’reskilled at thinking ahead and takingappropriate action.They’realso skilled at managing complex calendars due to their keenproblem solvingskills and resiliency. (Piecingtogether schedulesis a puzzle that energizes them!)They’remotivated by the ability to provide a broad scope of administrative support to others, including back-up support for other teams, in a dynamic corporate environment.

Schedule:Thepreferred hoursfor this positionare 7:00am-4:00pmMonday –Friday, butwouldallow for flexibility if 8am-5pm isbetter for the right candidate.On Monday andFridayyou will be able to work from home, while Tuesday, Wednesday, and Thursday will be onsite in our Des Moines,Iowa office each week.Must be flexible with the ability to work from the office on Monday/Friday when there is a business need.

Qualifications

Preferred:

Demonstrates advanced technology aptitude withproficiencyin Microsoft Teams, Copilot, SharePoint, and the Microsoft 365 suite,leveragingdigital tools to drive collaboration, productivity, and efficient workflow management.

Required:

• Associate’s degree in business,officeadministration, or related area, or direct and equivalent work experience.
• 4+ years ofpreviousadministrative assistant experience providing advanced support to multiple leaders and teams within an office environment.
• Strong Microsoft office product experience —e.g., Outlook, Word, PowerPoint,Exceland Visio.
• Strong and effective written and verbalcommunicationsskills.
• 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 withdemonstratedaccuracy.
• Ability tooperateindependently and make decisions by following procedures that may include ambiguity.
• High levelof initiative, effort, and commitment to completing tasks efficiently whileanticipating the needs of others.

Additional Information

• a. Customer Service – Provide support to team members, customers, vendors,stakeholdersand employees through friendly, professional,timelyandaccurateresponse to their inquiries. Where situations allowprovideproblem 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,prioritizeandmanagemultiple inquiries,handlemaildistributionandreceipt. Ensure all meeting materials are provided toparticipantsand the necessary equipment is available.
• c. Budget -Participatein the budget process for multiple departments to ensuretimelycompletion, including but not limited to planning, data entry, accountreconciliationand thetimelyhandling of bills with internal and external customers/vendors.
• d. Reporting - Prepare and/or create error free moderately complex documents and materialsin a timely mannerfor internal/external communications. Maymaintaindatabase(s) including the entry,analysisand 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 tosubmittingexpense reports,event planning,catering requests, coordination of travel arrangements, ordering departmental supplies, andassistwith intra-department documentation and file management.
• f. Project Management – Coordinate and define department projects with emphasis in planning, managing resources, communication of recommendations, and maybe responsible forleading 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.

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

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.