Administrative Assistant

About WELLNESS IQ, INC.

WellnessIQ was formed in 2007 to introduce a results-oriented approach to the management of employer sponsored wellness initiatives. The exponential growth of the company has identified WellnessIQ as a national leader in the wellness and benefits markets. An integrated portfolio of solutions includes a selection of nationally acclaimed wellness providers with the technology and account management needed to promote employee engagement and measurable results.

Here at WellnessIQ, we believe that our employees are our greatest asset. By taking care of this asset, we create an environment that is a healthy and happy place to support, in full support of supporting our clients in the same. Our team values the relationship with our clients and we’re here to help you.

WellnessIQ is looking for people with a passion for Wellness to join our team. Our goal is to marry this passion with a team of individuals who are also as excited as we are in supporting our client's initiatives to improve company-wide behavior change in physical and emotional health.

Position Summary: The Administrative Assistant facilitates the efficient operation of the assigned departments by performing a variety of clerical and administrative tasks. This position will support and report to the Vice President of Sales, the Vice President of Client Experience, and the Vice President of Operations.

Major Responsibilities

• Calendar Management: Efficiently manage the executive's calendar, including scheduling meetings, appointments, and travel arrangements.
• Communication Handling: Screen and prioritize emails, phone calls, and other communications, ensuring timely responses and effective communication flow.
• Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Travel Arrangements: Arrange travel itineraries, accommodations, and transportation for the executive, ensuring all logistics are handled smoothly.
• Document Preparation: Draft, proofread, and edit documents, reports, and presentations with a high level of accuracy and professionalism.
• Expense Management: Handle the executive's expense reports, ensuring all expenses are accurately documented and submitted in a timely manner.
• Confidentiality: Maintain the highest level of confidentiality and discretion in handling sensitive information.
• Office Management: Oversee the general administration of the executive's office, including ordering supplies, managing office equipment, and liaising with vendors.
• Project Support: Assist with special projects and initiatives as needed, providing research, coordination, and administrative support.
• In Office Support: Available for in-office support as needed, including receiving packages and mail, meeting maintenance personnel and other facility related duties
• Office Supply Management: Manage and restock office supplies as needed
• Office Mailing: Manage the logistics of mailing/UPS/FedEx including coordinating with UPS for pickups and deliveries as needed
• New Hire Welcome Support: Support the logistics of onboarding new employees, including welcoming the day of, ordering welcome gifts and ensuring their equipment is available for pickup
• Swag and Gift Support: Managing the process of ordering and ensuring delivery of swag, vendor and broker gifts and any applicable holiday gifts.
• Ancillary Support: Complete ancillary service documentation as requested for service team
• Other duties as assigned
  
  

Job Requirements & Qualifications

• Education: A bachelor's degree in business administration, communications, or a related field is preferred.
• Experience: Minimum of 5 years of experience as an executive assistant or in a similar administrative role supporting senior-level executives preferred
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Communication Skills: Excellent written and verbal communication skills, with the ability to interact effectively with all levels of the organization.
• Basic Understanding of Clerical Procedures and Systems
• Organizational Skills: Exceptional organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Attention to Detail: High level of accuracy and attention to detail in all aspects of work.
• Problem-Solving: Strong problem-solving skills, with the ability to anticipate issues and proactively find solutions.
• Confidentiality: Demonstrated ability to handle confidential information with discretion and professionalism.
• Interpersonal Skills: Strong interpersonal skills, with the ability to build and maintain positive relationships with internal and external stakeholders.
• Ability to work independently, but strongly give directive as needed
  
  

SUPERVISORY RESPONSIBLITIES: None

CERTIFICATES, LICENSES, REGISTRATION: None

PHYSICAL DEMAND: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit at a computer for long periods of time and use a telephone frequently
• Standing, walking, talking, hearing, sitting, reaching
• Lifting up to 25 lbs. occasionally; lifting up to 10 lbs. regularly
  
  

WORKING CONDITIONS: Climate controlled open office environment. Travel to client offices and work locations. More travel during periods of heavy activity, such as new client onboarding.

NOTE: The information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

The Pay Range For This Role Is

48,000 - 52,000 USD per year(Corporate Office)