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Administrative Assistant

2 months ago

Madison, United States Intelliswift Software Full time

Job Title: Facilities Assistant/Brand Experience Associate

Location: Madison, WI 53783 hybrid

Duration: 12 month

Contract Type: W2 only

Pay Rate: $22.46/Hour

SKILLS AND QUALIFICATIONS

  • Entry/student-level but with some experience or educational alignment (marketing or customer experience).
  • Demonstrated experience responding to customer questions in branded voice and tone.
  • Demonstrated experience providing customer-driven solutions, support or service.
  • Demonstrated experience with Microsoft Office Suites.
  • Demonstrated involvement in community events, networks, or groups.

SCHEDULE/HOURS DESIRED – Full Time Standard Client 38.33 Hour Week

  • Monday – Thursday: 8:30am – 5pm CT (In-person at DreamBank space Tuesday-Thursday)
  • Friday: 8:30-3:00pm CT

**This position requires the ability to work a flexible schedule including occasional evenings and weekends.

HIGH-LEVEL RESPONSIBILITIES OVERVIEW

  • Role Overview: Assists with retail store operations, execution of events held at DreamBank and online, and provides additional administrative and operational support to ensure the store experience meets objectives and expectations.
  • Key Responsibilities (High-Level):
  • Acts as the primary lead for all DreamBank space coverage and hospitality needs, including:
  • Welcoming visitors and guiding interactions with the tools and displays in the space.
  • Opening and closing the space following established policies and procedures.
  • Stocking and re-ordering all supplies, ensuring they are easily accessible to guests.
  • Maintaining a welcoming, neat and professional atmosphere at all times - performing spot cleaning as needed.
  • Event setup and teardown for public and private events.
  • Leading DreamBank tours.
  • Provides event support for medium and small level activations.
  • Completes administrative work such as invoice processing, space reservation scheduling, DreamBank mailbox management and community calendar promotion to support the DreamBank team.

ROLE ACCOUNTABILITIES

DreamBank Operations & Brand Exploration (70%)

  • Maintains a welcoming, neat and professional atmosphere at all times. Sets up for events and ensures DreamBank space is clean and ready to welcome guests, performs spot cleaning as needed.
  • Maintains all hospitality needs: opening and closing space following established policies and procedures, and ensures space supplies are fully stocked and accessible for guests.
  • Places orders with vendors for daily hospitality needs. Ensures the store is equipped with all required marketing and branding supplies and promotional items. Places refill orders as needed.
  • Private event scheduling and setup support
  • Welcomes customers and facilitates the customer journey though the brand exploration space. Guides customers' interactions with the tools and displays in the space.
  • Answer customer questions about the company and the brand. Refers customers to agents for specific insurance needs.

Business and Marketing Support (20%)

  • Direct Marketing List management.
  • DreamBank mailbox management.
  • Maintains and update monthly metrics.
  • Processes DreamBank invoices and tracks payments for speakers.
  • Manages supplier onboarding and contracting status.

Marketing Event Execution (10%)

  • Provides support for small and medium event activations and interacts with customers before, during, or after the event.
  • Responsible for managing online event experience: creating online event listing, managing guest and waiting list, sending all event reminders and emails.