Administrative Assistant

Wolters Kluwer • Victoria, MN • 3h ago

Job Description Summary

Works under general supervision using established procedures for routine work and detailed instructions for new activities or assignments, this position carries out and delivers straightforward administrative, operational or other basic business services and support within the Administrative Services job family group. Requires working knowledge and skills of operational or administrative processes achieved through training or work experience to perform a range of activities. Works on issues that have clearly defined procedures. Requires knowledge of company/operating processes and procedures.

About the role

*** 100% Onsite

We are seeking a highly organized and proactive Administrative Assistant to support daily operations and provide essential administrative support to program enablement initiatives within our Health Division. This fully onsite position plays a key role in maintaining efficient office operations, delivering exceptional customer service to internal and external stakeholders, and ensuring the accuracy and timeliness of administrative processes.

The ideal candidate thrives in a fast-paced environment, excels at managing multiple priorities, and brings a positive, solution-oriented mindset to supporting the team.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Program Enablement Initiatives

Consultations and Workshops

Plan and coordinate consultation operations meetings, including preparing agendas and sending meeting invitations.

Order, assemble, and mail consultation gifts or Wolters Kluwer-branded swag.

Set up and monitor Zoom and other technology needs for workshops or consultations, providing basic technical support and troubleshooting during virtual sessions.

Manage evaluation sign-in slide documentation and ensure proper organization.

Pull workshop evaluations, compile results, and distribute them as required.

Follow up on proposals, file contracts, and ensure all related activity is accurately documented.

Update consultant portal content and maintain supporting documents.

Webinars and Conferences

Provide customer service support via the email help desk for webinars and conferences.

Assist with conference planning activities, including the bi-annual conference and New Faculty Orientation.

Support the workflow for creating, submitting, and coordinating webinars.

Account Support

Provide support for seasonal student rostering and ensure accurate setup.

Confirm that all events are properly scheduled, follow up with accounts when information is missing, and assist with linking events to Salesforce records.

Support data fidelity initiatives, including special projects for large or high-priority clients.

General Administrative & Office Operations

Process and submit invoices while maintaining accurate records and documentation.

Manage office inventory, including monitoring and ordering supplies.

Oversee maintenance of the office vehicle, including scheduling service, fueling, and routine upkeep.

Retrieve mail from the post office.

Handle periodic shipping, receiving, and mail distribution needs.

Coordinate occasional onsite meetings and events, including catering, room setup, and preparation of materials.

Qualifications

Education:

High school diploma required

Experience:

Minimum of 1 year of administrative, office support, or customer service experience preferred.

Strong proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint).

Familiarity with Zoom and Salesforce, or willingness to learn.

Preferred experience with Monday.com and Vimeo

Other Requirements:

Ability to lift up to 50 lbs occasionally.

Valid driver's license.

Ability to work limited evening hours a few times per year for onsite events.

Key Competencies:

Strong organizational and multitasking abilities.

Excellent written and verbal communication skills.

High attention to detail and accuracy.

Proactive approach to problem-solving and ownership of tasks.

Ability to work both independently and collaboratively as part of a team.

Customer service-oriented mindset.

Our Interview Practices

To maintain a fair and genuine hiring process, we kindly ask that all candidates participate in interviews without the assistance of AI tools or external prompts. Our interview process is designed to assess your individual skills, experiences, and communication style. We value authenticity and want to ensure we're getting to know you-not a digital assistant. To help maintain this integrity, we ask to remove virtual backgrounds and include in-person interviews in our hiring process. Please note that use of AI-generated responses or third-party support during interviews will be grounds for disqualification from the recruitment process.

Applicants may be required to appear onsite at a Wolters Kluwer office as part of the recruitment process.

Compensation:

$34,300.00 - $57,400.00 USD

Compensation range listed is based on primary location of the position. Actual base salary offer is influenced by a wide array of factors including but not limited to skills, experience and actual hiring location. Your recruiter can share more information about the specific offer for the job location during the hiring process.

Additional Information :

Wolters Kluwer offers a wide variety of competitive benefits and programs to help meet your needs and balance your work and personal life, including but not limited to: Medical, Dental, & Vision Plans, 401(k), FSA/HSA, Commuter Benefits, Tuition Assistance Plan, Vacation and Sick Time, and Paid Parental Leave. Full details of our benefits are available upon request.

EQUAL EMPLOYMENT OPPORTUNITY Wolters Kluwer U. S. Corporation and all of its subsidiaries, divisions and customer/business units is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

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