Administrative Coordinator

Description What You'll Be Doing As the Administrative Coordinator at Bank Iowa, you will serve as the first point of contact for guests, team members, and vendors at the Bank Iowa corporate office, creating a welcoming and professional experience. This 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. Through responsive service, attention to detail, and proactive coordination, you will help ensure an organized, efficient, and people-centered workplace that reflects Bank Iowa's culture and values.

Essential Functions Reception and Workplace Experience

• Provide consistent front desk coverage and greet guests in a professional, friendly, and welcoming manner, creating a positive first impression of Bank Iowa.
• Serve as the primary point of contact for guests, team members, and vendors, responding promptly to questions and requests or directing them to the appropriate resource.
• Manage incoming phone calls, emails, and front desk communications with professionalism, accuracy, and responsiveness.
• Receive, sort, track, and distribute incoming and outgoing mail, packages, and deliveries in a timely manner.
• Maintain a clean, organized, and professional front desk, reception area, meeting spaces, and common office areas.
• Monitor office and meeting spaces throughout the day and address routine workplace needs or communicate concerns to the appropriate team member.
• Maintain awareness of scheduled visitors, meetings, and office activities to support a welcoming and prepared workplace experience.

Administrative and Executive Support

• Provide administrative support to the Executive Assistant and broader corporate team, including data entry, filing, document preparation, correspondence, scheduling, and project support.
• Coordinate calendars, appointments, reminders, and scheduling adjustments as assigned.
• Provide administrative coverage and continuity during peak workload periods or absences of the Executive Assistant.
• 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.

Meetings, Events, and Office Operations

• Coordinate meeting logistics, including scheduling support, room reservations, materials, catering, technology readiness, and post-meeting cleanup and reset.
• Assist with the planning and execution of 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.

Records, Policies, and Special Programs

• Coordinate with designated policy owners to publish, update, organize, and archive approved policies and procedures in SharePoint, helping ensure information is current, accessible, and appropriately maintained.
• 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 overall success of the team and organization.

Performance Expectations

Success in this role is demonstrated through:

• Consistent, reliable, and professional front desk coverage.
• Positive and responsive service to guests, team members, leaders, vendors, and community partners.
• Prompt and accurate handling of communications, deliveries, scheduling, orders, records, and administrative requests.
• Meeting rooms, common areas, supplies, and materials that are organized and ready for use.
• Accurate and timely meeting minutes, expense documentation, administrative records, and SharePoint updates.
• Proactive communication regarding scheduling conflicts, office needs, service issues, and work priorities.
• Appropriate discretion and sound judgment when handling confidential or sensitive information.
• Consistent follow-through on commitments and assigned responsibilities.

Requirements

Skills/Experience You'll Need

Education & Experience

• High school diploma or equivalent required.
• Associate degree in business administration, office administration, or a related field preferred.
• 3+ years of receptionist, office coordination, client service, or administrative support experience preferred.
• An equivalent combination of education and relevant experience may be considered.

Skills & Competencies

• Demonstrates Bank Iowa’s values: Think Big, Be People-Centered, Enable Great Things, and Bring Your Best.
• Strong client service, interpersonal, and communication skills.
• Highly organized and detail-oriented, with the ability to prioritize and manage multiple responsibilities.
• Proactive, resourceful, and able to work independently with consistent follow-through.
• Exercises sound judgment, professionalism, and discretion with confidential information.
• Adaptable and composed when priorities or schedules change.
• Proficient in Microsoft 365, including Outlook, Teams, Word, Excel, and SharePoint.
• Able to prepare accurate correspondence, meeting minutes, and administrative records.
• Professional and effective in managing phone, in-person, and electronic communications.
• Dependable and reliable in maintaining established office and front desk coverage.

Work Environment & Schedule

• Full-time, Monday through Friday, generally 8:00 a.m. to 5:00 p.m.
• Regular, reliable, and on-site attendance is required to provide front desk and office coverage.
• Occasional schedule adjustments may be necessary to support meetings, events, or other business needs.
• Routine travel is not required.

What you’ll love about us Our team members love working here, and the prevailing reason is this: our people. In addition to the great team you will be a part of, here are some of the other reasons why our team members love working here:

• A competitive financial package - we want you to bring your best so in addition to your compensation, every team member receives a bonus opportunity, a generous 401k match, and discretionary profit sharing.
• Robust benefits and wellness - we are proud to offer health, dental and vision insurance as well as a wellness program designed to help drive down your premiums for benefits-eligible team members. Our wellness initiatives promote positive change and allow our team members to think big.
• Blending work and life – As a people-centered organization, each team member is provided a generous PTO bank. Bank Iowa team members receive 11 paid observed holidays, 100% paid parental leave, an opportunity for sabbatical leave, generous bereavement, and an employee assistance program designed to support team members throughout various stages in their lives.
• Continued learning opportunities – Bank Iowa enables great things and supports team member development at every stage of your career. Our development approach focuses on your innate talents and developing those into areas of strengths. Learning experiences are available in formal & informal training settings, as well, on-the-job training. Development programs are available in-person and online. Our tuition reimbursement program is available to support formal education programs.
• Community Involvement – Our team members are active members of their communities and people-centered. Bank Iowa aspires to be a center of influence in each of the 22 communities we are located in. In addition to company-sponsored volunteer opportunities, we offer paid volunteer time off (VTO), which allows team members to give their time to organizations they care about, without having to use PTO.
• Recognition – Bank Iowa is proud of our team members who “Live our Values”. Our peer nominated recognition program presented annually, recognizes and celebrates team members who exemplified our values from the past year.

Our People-Centered Culture At Bank Iowa our purpose is to Empower People, Inspire Success and Foster Growth. Bank Iowa is one of the leading independent Ag banks and the second-largest family-owned bank in the state of Iowa. Our bank family consists of team members and clients throughout Iowa who we serve in our 22 communities.

At Bank Iowa, we’re proud to put people first, and we value our team members as much as our clients. We support team member development by focusing on their innate talents and developing those into areas of strength. We offer an environment where people care about each other, like family. If you’re looking for a career with colleagues who have the opportunity to bring their best, think big, and enable great things, Bank Iowa is the place for you.

Bank Iowa is an equal opportunity employer with a passion for creating an inclusive environment where all people are truly welcomed, valued and respected – for all of who they are – regardless of differences. All applicants will be considered for employment without regard to age, race, color, sex, pregnancy, sexual orientation, gender identity, military service, national origin, religion, physical or mental disability, genetic information, or any other classifications protected by applicable federal, state or local laws.