Administrative Assistant

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.
6 days ago