Administrative Assistant

SUMMARY OF FUNCTIONS: The Administrative Assistant role will be the first person many visitors see as they enter the front doors. This role will have a service-oriented mindset and operate with radical hospitality going above and beyond to make visitors feel welcome. This role will provide in-office support to Senior Team members while working in a fast-paced, professional environment. The successful candidate will be a proactive and organized individual who is able to demonstrate the ability to work autonomously and juggle numerous tasks simultaneously while communicating efficiently with accuracy and timeliness. A team player attitude and strong interpersonal skills are key, along with the ability to be open to feedback and change.

Specific Responsibilities:

• Assists CFAO with the contract management process to ensure that all proper reviews and approvals are obtained, and contracts are tracked and stored in a centralized contract depository folder.
• Effectively manages monthly expense reimbursements for Senior Team as requested, including mileage, and corporate credit card reporting, ensuring accuracy and timeliness in alignment with finance processes.
• Assist in supporting Sr. Team calendars by coordinating schedules and ensuring awareness of daily and upcoming meetings and logistics.
• Support Sr. Team in entering of Investor notes into ChamberMaster and providing Investor briefing sheets in meeting preparation as requested.
• Provide weekly agendas and key points for City meetings.
• Assist with meetings, events and projects as needed, including coordination and preparation of materials, set-up & clean-up food/drinks and meeting or event space.
• Assists in coordination and execution of All Team meetings and events.
• Assists with food ordering, meeting prep & clean-up, and greeting of individuals for the following: Boards, Committees, and Councils as requested.
• Assists with Greater Des Moines Committee meetings. This includes email reminders, agenda preparation, lunch coordination, set-up and clean-up bi-weekly offsite (September through May, typically), including meeting and greeting attendees.
• Prepare tent and name plates for meetings and offices as requested.
• Provides friendly and welcoming greeting at The Partnership front desk for all incoming guests.
• Assist with the ordering of supplies.
• Coordinates with the part-time front desk receptionist on front desk coverage and special project support to make sure front desk is covered during business hours and project needs are being met.
• During front desk designated coverage, ensure kitchen and all meeting spaces are set up and cleaned up for any meetings/events held in our spaces on an ongoing and daily basis.
• Input invoices into accounting software on a weekly basis and assist with other vendor set-up and project needs.
• Actively supports collaboration between Areas of Work at The Partnership.
• Provides special project support as needed.
• Other duties as assigned.

Qualifications:

Knowledge, Skills and Abilities:

• Simultaneously manage several tasks, prioritize and solve problems proactively and on short notice.
• Detail-Oriented.
• Hospitality and service mindset.
• Excellent human relations skills and good understanding of group dynamics.
• Strong overall organizational and relationship abilities.
• Proficient in spreadsheet and database management skills.
• Strong written and oral communications.
• Proficient in office technology.
• Highly self-motivated.
• Team player with “we over me” and “positive contributor” approach.

Education and Experience:

• Associate’s degree in business and/or administration preferred.
• Administrative experience of 3 years is required.
• Working knowledge of databases and Office365 products, including Outlook, SharePoint, Teams, Excel and Word.