IowaBio Administrative Assistant

Job Description Summary

Seeking a qualified candidate for a key role in the Iowa Biotechnology Association, a 501(c)6 non-profit trade association, founded in 1994 to unify and promote Iowa's bioscience industry, academic research institutions and economic development organizations.

Works closely with the Executive Director to highlight and enhance the success of diverse biotechnology companies across the state of Iowa. Provides support to IowaBio members and the Executive Director to carry out their initiatives and mission. Provides key administrative functions including database management, invoicing, and office management. Serves as a main point of contact for members, partners and vendors. Coordinates logistics for internal meetings, and board processes, and supports execution of association events. Provides administrative support for financial aspects of association management.

This is a part-time regular position with average hours per week expected to be 24 - 32. There will be occasions throughout the year, where based on business need and key events, the position may require 40 or more hours per week and may involve attendance at events or meetings during the year that run into the evening. Most meetings/events are in the Greater Des Moines area, but occasional Iowa-based travel for meetings may be requested.

Duties and Responsibilities

1. Executes important administrative functions including:
   • Updates, maintains and monitors databases; invoicing, processing member information, and payments.
   • Creates and retains association reports and records (e.g. membership, registrations, sponsorships, meeting minutes, social media statistics, budget documents), utilizing GrowthZone platform where appropriate.
2. Serves as a main point of contact for members, partners and vendors to field phone calls, questions, and requests.
3. Handles coordination and logistics for “internal” meetings and associated social activities including Quarterly board meetings, committee meetings, and the annual member meeting.
4. Assists Executive Director and accountant with monthly financial tasks including organizing and scanning invoices and handling checks.
5. Assists the Director with preparation of board documents and reports, board meeting and associated networking scheduling, and other preparation.
6. Assists the Executive Director to plan and execute the annual board nomination process.
7. Assists the Executive Director and Events and Communications staff to execute annual events including annual conference and other networking events.
8. Maintains tracking for IowaBio STEM scholarships and STEM giving.
9. Monitors IowaBio website/social media for needed maintenance or changes.
10. Tracks Association’s purchasing contracts, interacts with contract vendors to help drive contract revenue growth.
11. Monitors office conditions, and inventory and records retention, and coordinate office supply/equipment replenishment and maintenance needs. 

Skills and Qualifications

• This position requires a courteous and professional individual with solid customer service experience, superb organizational skills and the ability to handle a multitude of tasks simultaneously, to meet deadlines.
• Project and or program management experience desired. 
• Experience maintaining an efficient office environment.
• Experience working for an association/small office setting preferred.
• Excellent writing skills; creative skills (such as design, photography, etc) desired.
• Superior attention to detail.
• Ability to work independently.
• Willing and flexible to work on a variety of tasks, learn new tasks and step in to other areas not typically within job requirements if or as needed. 
• Experience working with administrative aspects of finance beneficial.

Working Conditions

• Generally normal office environment.  Occasionally, this position will be required to work in other events venues, to support IowaBio activities.
• Some flexibility of work location and hours available, with at least 50 percent of hours in office setting.
• Some off hours work may be requested for event support.

Benefits

• Health insurance offered
• 401(k) optional
• Office located in East Village, Des Moines, with parking provided

Please submit your application using the prompts below. You will be contacted if you have been selected to interview. For questions, please contact Executive Director Jessica Hyland at jessica@iowabio.org.