Executive Assistant- On site Des Moines, Iowa

JOB SUMMARY

The Executive Assistant is responsible for providing comprehensive administrative and organizational support to designated executives and their department(s). This role may support other leaders in the designated departments, in addition to executive(s).

ESSENTIAL FUNCTIONS
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Manage the executive's calendar, schedule appointments, meetings, and events, and prioritize tasks to optimize their time.
• Make travel arrangements, including booking flights, accommodations, and transportation when necessary.
• Prepare agendas, materials, and presentations for meetings, and attend meetings to record minutes and track action items. Review and edit presentations as necessary.
• Event planning: researching options, arranging venue, meals/refreshments, etc.
• Manage and order office supplies and equipment for departments.
• Collaborate with other executive assistants to provide coverage when necessary.
• Handle expense reporting, monitor budget compliance, and process expense reimbursements for the executive.
• Assist the executive in managing their time effectively, ensuring tasks and responsibilities are completed on time.
• Provide support on special project and initiatives, including research, data analysis and coordination with other departments when necessary.
• Analyze current processes, workflows, and systems to identify areas for improvement and optimization.
• Analyze and process invoices, verifying accuracy, researching inaccuracies and ensuring timely payment to vendors.

Performs other related duties as necessary or assigned.

SUCCESS PROFILE
Knowledge, Skills, and Abilities

• Demonstrate the Wellabe core competencies of change, communication, customer focus, financial acumen, innovation, teamwork, critical thinking, and decision making. For a full description of each competency, please visit wellabe.com/core-competencies.
• Embrace and foster a diverse and inclusive culture that aligns with our commitment to THRIVE Toolkit: We are building resources for employee reference, including a diversity driven book club, leadership training, and a culture of betterment philosophy. Hear: Every employee has a voice. We listen with attention to gain knowledge and to understand. Respect: We empower people by respecting and appreciating their differences. Inclusion: We support a collaborative workforce that promotes belonging and respect that increases participation and contribution from all employees. Value: All employees are appreciated for their uniqueness. Equity: For all.
• Demonstrate an Agile mindset* of trust, teamwork, and transparency and capability to implement agile tools into daily work, allowing for quick adaption to change. (*An agile mindset is the set of attitudes supporting an agile working environment including trust, teamwork, transparency, respect, improvement, ongoing learning, pride in ownership, focus on delivering value, and the ability to adapt to change.)
• Embrace our culture of betterment, which surrounds the question: Does this decision fit with our mission and core values while enhancing the outcome for our customers, our business, and our associates.
• Advanced knowledge of MS Office Suite (Excel, Word, PowerPoint, and Outlook).
• Proficiency in using office software, scheduling tools, and other relevant technology for administrative tasks.
• Excellent organizational, time management, and problem-solving skills.
• Strong attention to detail to ensure accuracy in all tasks, including document proofreading and data entry.
• Discretion and ability to handle confidential information.
• Strong communication (written and verbal) and interpersonal abilities.
• Ability to be proactive involving taking initiative, anticipating potential challenges, and actively seeking opportunities for improvement.
• A strong understanding of administrative procedures, including managing calendars, organizing meetings, and handling correspondence.
• Skill in identifying issues and finding effective solutions, often under time constraints.
• The ability to adapt to changing priorities and situations while maintaining productivity.
• C-ste experience.

EDUCATION AND EXPERIENCE

Education

• Bachelor's degree in a related field. Combination of education and/or relevant work experience may be accepted in lieu of degree.

Experience

• 3 years of administrative support.
• Experience supporting senior leadership role.
• Previous experience in insurance industry is a plus.

TRAVEL REQUIREMENTS

Travel Required- Yes

Type- Trainings/Seminars/Conferences

Percentage - Minimal

PHYSICAL REQUIREMENTS

• Primarily works in an office environment (or in-home office) performing work that is sedentary which involves remaining stationary and working on a computer for long periods of time
• Must be able to review, assess, and/or analyze data and figures by viewing a computer screen, including extensive reading.
• Regularly communicates with others in-person, via video conferencing, electronically (including email), or by phone to exchange accurate information.
• Primarily works in an office environment (or in-home office) performing work that is sedentary which involves remaining stationary and working on a computer for long periods of time.
• Must be able to review, assess, and/or analyze data and figures by viewing a computer screen, including extensive reading.
• Regularly communicates with others in-person, via video conferencing, electronically (including email), or by phone to exchange accurate information.