Administrative Assistant III - Operations at Wellmark Blue Cross and Blue Shield in Des Moines, IA, United States

Job description

• Are you an organized and proactive professional who thrives in a fast-paced and high energy environment? Do you possess exceptional administrative skills and have a passion for helping others? If so, we have an exciting opportunity for you!
• About the Role: In this Administrative Assistant position, you will support the Director, Operations Business Support & Workforce Management and 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 and objectives in a fast-paced, enthusiastic environment will be crucial.
• You will take 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 while maintaining confidentiality.
• Our Ideal Candidate: Loves to plan the work and work the plan. They’re organizers of information, structured, and detailed, yet they’re flexible and shift quickly when plans change. Proactively making decisions, improving processes, anticipating needs, and driving plans forward with minimal supervision is a strength – they’re skilled at thinking ahead and taking appropriate action. They’re also skilled at managing complex calendars due to their keen problem solving skills and resiliency. (Piecing together schedules is a puzzle that energizes them!) They’re motivated 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: The preferred hours for this position are 7:00am-4:00pm Monday – Friday, but would allow for flexibility if 8am-5pm is better for the right candidate. On Monday and Friday you 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.

Responsibilities

• Support the Director, Operations Business Support & Workforce Management and their team.
• 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.
• Utilize independent judgment and organizational skills to provide a broad scope of administrative support to leaders in carrying out their operational responsibilities and objectives.
• Take 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 while maintaining confidentiality.
• Provide support to team members, customers, vendors, stakeholders and employees through friendly, professional, timely and accurate response to their inquiries.
• Accurately and effectively perform calendar management by resolving timing conflicts, schedule meetings, prioritize and manage multiple inquiries, handle mail distribution and receipt.
• 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.
• Prepare and/or create error free moderately complex documents and materials in a timely manner for internal/external communications.
• 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.
• Coordinate and define department projects with emphasis in planning, managing resources, communication of recommendations, and may be responsible for leading project implementation.

Requirements

• Demonstrates advanced technology aptitude with proficiency in Microsoft Teams, Copilot, SharePoint, and the Microsoft 365 suite, leveraging digital tools to drive collaboration, productivity, and efficient workflow management.
• 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.

Skills

Required

• Flexible and adaptable to change.