Job Description

Wellabe is looking for an Executive Assistant to join our team. The Executive Assistant will provide comprehensive administrative and organizational support to assigned executives and their departments. This role ensures the smooth operation of daily activities by managing executive schedules, coordinating communications on their behalf, and handling confidential information. Function as the central point of coordination for departmental priorities, providing essential support that enhances productivity and strengthens team cohesion.

Essential functions

• Manage assigned executive's calendar, schedule appointments, meetings, and events, prioritizing tasks to optimize their time.
• Assist the executive in managing their time effectively, ensuring tasks and responsibilities are completed on time.
• Make travel arrangements, including researching and booking flights, accommodations, and transportation when necessary.
• Prepare agendas, materials, and presentations for meetings. Attend meetings as requested to record minutes and track action items. Review and edit presentations as necessary.
• Provide support on special project and initiatives, including research, data analysis, and coordination with other departments when necessary.
• Help ensure smooth onboarding for new employees by coordinating with HR and assigned department leader to ensure smooth transition into the organization.
• Coordinate and enhance team engagement initiatives by contributing creative ideas for team-building activities and volunteer opportunities, fostering a collaborative and positive workplace culture.
• Manage and order office supplies and equipment for assigned departments.
• Handle expense reporting, monitor budget compliance, and process expense reimbursements for the executive. May manage budget for specific events.
• Analyze current processes, workflows, and systems to identify areas for improvement and optimization.
• Review and process invoices, verifying accuracy, researching inaccuracies and ensuring timely payment to vendors.

Success Profile

• 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.

Qualifications

• Bachelor's degree in business, marketing, or related field. Combination of education and/or relevant work experience may be accepted in lieu of degree.
• 3+ years of administrative support.
• Experience supporting senior leadership role.
• Previous experience in insurance industry is a plus.

Benefits

• Hybrid availability
• 401(k) with generous, full vested company match
• Health insurance
• Paid time off, holidays
• Volunteer time off
• Lifestyle Spending Account (LSA)
• Paternal leave
• Legal insurance
• EAP
• Travel accident insurance

Growth opportunities

We believe each of us has potential to grow and adapt with our business. We take your career as seriously as you do. Helping you develop your skills and talents leads to opportunities — not only for you, but also for our company. That’s why we provide:

• LinkedIn Learning Premium access
• CliftonStrengths® assessment and coaching
• On-site and virtual workshops and cohorts featuring world-class content from FranklinCovey, Crucial Learning, Gallup, and more
• Free world-class insurance acumen courses through AHIP and LOMA
• Reimbursement and bonus opportunities for professional designations and certifications, including a tuition reimbursement program
• Opportunities to take part in Wellabe's mentorship programs

About Wellabe

Since 1929, Wellabe has been finding solutions to help our customers protect their health and financial well-being. And we’re committed to fostering an internal culture of inclusivity, well-being, and development so each of our team members can succeed. Learn more about Wellabe’s culture of betterment by visiting wellabe.com/culture

Wellabe is full of smart, caring, hard-working people with a broad range of talents who understand collaboration is key. We bring our best selves every day, to connect with others to solve problems, spark innovation, and bring ideas to life. Meet the team and learn what makes Wellabe a great place to work by visiting wellabe.com/news/employee-spotlights

Our core values:

• Be dedicated: Show unwavering commitment by proactively taking initiative, setting clear goals, and managing time effectively.
• Be trustworthy: Take accountability for actions, navigate difficult conversations with integrity, and build strong relationships through consistent, honest behavior.
• Be determined: Demonstrate enthusiasm and a relentless drive to overcome obstacles and achieve goals.
• Be collaborative: Foster teamwork by being self-aware, actively listening, and effectively communicating across all levels.
• Be open: Embrace diversity and new ideas to create an inclusive environment.
• Be generous: Embody generosity and compassion by serving a greater purpose and helping others.
• Be better: Commit to continuous improvement and adapt effectively to change.
• Be well: Prioritize physical and mental health, manage stress, and demonstrate emotional intelligence.

Be well – thrive in an environment that fosters inclusivity, well-being, and development. #Hybrid