• Administrative Assistant III – Sales Operations

    Location US-IA-Des Moines
    Job ID
    213283
    Category
    Administration
    Requires Non-Compete?
    No
  • Job Summary

    Do others turn to you for your eye for detail, critical thinking skills, and ability to keep your team’s operations running smoothly? Are you energized by complex calendar management and the problem solving it requires? Do you enjoy collaborating with others to achieve results? If you’ve answered yes – this may be the career for you!

     

    About the Role: In this Administrative Assistant III position, you will support Wellmark’s Director of Strategic Sales Operations and associated teams with complex calendar and inbox management, meeting and event support, travel coordination, Sales WorkZone updates, business continuity planning, and other projects as assigned. You'll work closely with Administrative Assistants within Sales 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’re organizers of information, structured in approach, and detailed, yet they’re flexible and shift quickly when plans change. They’re skilled in managing complex calendars due to their keen problem solving skills and resiliency—piecing together schedules is a puzzle that energizes them. They think ahead, anticipating the needs of others and spotting opportunities for improvement. They’re motivated by the ability to provide the support to others, including backup support of other Sales teams.

    Minimum Qualifications Required (all must be met to be considered)

    • 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 (complex calendar and inbox management) to multiple leaders and teams within an office environment.
    • Experience and high proficiency with Microsoft office products – e.g. Outlook, Word, PowerPoint.
    • Strong and effective written and verbal communications skills.
    • Proven project, multi-tasking, and organizational skills, including time management and prioritization. Ability to succeed in a fast-paced office environment under deadlines and handle multiple assignments.
    • Ability to make decisions by following procedures that may include ambiguity and operate under minimal supervision.
    • Strong attention to detail with demonstrated accuracy.
    • High level of initiative, effort, and commitment to completing tasks efficiently and anticipating needs of others.
    • Proven ability to handle sensitive information with discretion.
    • Collaborative approach. Ability to solicit cooperation and action from others throughout Wellmark.

    Hiring Specifications Preferred

    • Prior administrative assistant experience in insurance, financial services, or similar corporate environment. Sales is a plus.
    • Prior experience supporting a Vice President or similar officer level individual.
    • Prior experience serving as an informal leader, coach, or mentor to administrative assistants.

    Job Accountabilities

    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 databases 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 interdepartmental 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.

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