Administrative Coordinator

Bank Iowa•West Des Moines, IA

6d•Onsite

About The Position

The Administrative Coordinator at Bank Iowa serves as the first point of contact for guests, team members, and vendors at the corporate office, creating a welcoming and professional experience. The position supports the Executive Assistant and broader corporate team through meeting and calendar coordination, office operations, event support, records administration, and other day-to-day administrative services. The role helps maintain an organized, efficient, people-centered workplace through responsive service, attention to detail, and proactive coordination. Responsibilities include maintaining front desk coverage; handling visitor, phone, email, mail, and delivery needs; supporting administrative tasks, calendars, expenses, meeting minutes, and travel; coordinating meetings, events, fleet vehicle use, supplies, and office orders; and maintaining policies, records, and SharePoint information. The coordinator also provides administrative support for the Bank Iowa Foundation and completes assigned projects. The role requires discretion when handling confidential information and adherence to applicable privacy, information security, records retention, and clean-desk practices. This is a full-time, on-site position, generally Monday through Friday from 8:00 a.m. to 5:00 p.m. Regular, reliable on-site attendance is required for front desk and office coverage. Occasional schedule adjustments may be needed to support meetings, events, or other business needs. Routine travel is not required.

Requirements

High school diploma or equivalent required.
Strong client service, interpersonal, and communication skills.
Highly organized and detail-oriented, with the ability to prioritize and manage multiple responsibilities.
Proactive and resourceful, with the ability to work independently and follow through consistently.
Sound judgment, professionalism, and discretion when handling confidential information.
Adaptability and composure when priorities or schedules change.
Proficiency in Microsoft 365, including Outlook, Teams, Word, Excel, and SharePoint.
Ability to prepare accurate correspondence, meeting minutes, and administrative records.
Professional and effective in managing phone, in-person, and electronic communications.
Dependability and reliability in maintaining established office and front desk coverage.
Regular, reliable on-site attendance is required.
Demonstrates Bank Iowa’s values: Think Big, Be People-Centered, Enable Great Things, and Bring Your Best.

Nice To Haves

Associate degree in business administration, office administration, or a related field preferred.
Three or more years of receptionist, office coordination, client service, or administrative support experience preferred.
An equivalent combination of education and relevant experience may be considered.

Responsibilities

Provide consistent front desk coverage and greet guests in a professional, friendly, and welcoming manner.
Serve as the primary point of contact for guests, team members, and vendors; respond to questions and requests or direct them to the appropriate resource.
Manage incoming phone calls, emails, and front desk communications professionally and accurately.
Receive, sort, track, and distribute incoming and outgoing mail, packages, and deliveries.
Maintain clean, organized, and professional reception, meeting, and common office areas; monitor spaces and address routine workplace needs or communicate concerns.
Maintain awareness of scheduled visitors, meetings, and office activities.
Provide administrative support to the Executive Assistant and corporate team, including data entry, filing, document preparation, correspondence, scheduling, and project support.
Coordinate calendars, appointments, reminders, and scheduling adjustments.
Provide administrative coverage during peak workload periods or Executive Assistant absences.
Support expense reporting by organizing receipts, gathering documentation, verifying information, and assisting with timely preparation and submission.
Prepare, record, and distribute accurate committee or meeting minutes as assigned.
Coordinate and book travel arrangements, including transportation, lodging, and related documentation, in accordance with established guidelines.
Anticipate routine administrative needs, communicate potential scheduling or service issues, and follow through on assigned responsibilities.
Handle confidential, sensitive, and proprietary information with discretion and in accordance with Bank Iowa policies and expectations.
Coordinate meeting logistics, including scheduling support, room reservations, materials, catering, technology readiness, and post-meeting cleanup and reset.
Assist with planning and executing internal events, team meetings, and office activities, including preparation, setup, coordination, and cleanup.
Coordinate fleet vehicle schedules and usage, including reservations, appointment confirmations, reminders, and scheduling adjustments.
Monitor and replenish office, kitchen, front desk, and meeting supplies within established guidelines.
Coordinate and track office and meeting-related orders, including catering, supplies, and event materials, to support accuracy, timely delivery, appropriate spending, and avoidance of duplicate orders.
Develop and maintain effective working relationships with internal departments, service providers, vendors, and community partners.
Identify routine office or service issues and take appropriate action to resolve them or elevate them to the Executive Assistant.
Coordinate with designated policy owners to publish, update, organize, and archive approved policies and procedures in SharePoint.
Maintain accurate and organized administrative files and records in accordance with established record-management and retention practices.
Follow applicable privacy, information security, records retention, and clean-desk requirements when handling documents, communications, and administrative records.
Provide administrative support for the Bank Iowa Foundation, including coordination, documentation, record maintenance, and other assigned activities.
Complete other responsibilities and special projects assigned to support the team and organization.

Benefits

Bonus opportunity for every team member.
Generous 401(k) match.
Discretionary profit sharing.
Health, dental, and vision insurance for benefits-eligible team members.
Wellness program designed to help drive down benefit premiums for eligible team members.
Generous paid time off bank.
11 paid observed holidays.
100% paid parental leave.
Opportunity for sabbatical leave.
Bereavement benefits.
Employee assistance program.
Formal and informal training, on-the-job training, and in-person and online development programs.
Tuition reimbursement.
Company-sponsored volunteer opportunities and paid volunteer time off.
Peer-nominated annual recognition program.