Iowa West Careers

Office Manager and Finance Assistant

posted 9/11/23

The Iowa West Foundation seeks a full-time office manager and finance assistant to support our work of building communities where people love to live.

To be successful in this position, you need to be a detail-oriented self-starter who understands how your work helps IWF serve communities. We strive for an organizational culture in which all team members understand how our collective skills and effective collaboration lead to successful outcomes.

This position has a salary range of $52,500 – $60,000, depending on experience, and includes excellent benefits.

What You’ll Do

• Board Activities – you are the administrative liaison to IWF’s 17-member board of directors. You’ll be setting calendars, checking schedules and attendance, preparing for board meetings, writing and submitting minutes, and making sure board members understand their responsibilities for committee and board membership. You will handle confidential information on a regular basis.
• IWF is a complex organization with a myriad of financial considerations. You will support the Controller by processing payments, confirming adherence to IRS requirements, double-checking financial details and generally providing support.
• We have a lot of meetings. You are the primary meeting coordinator. We will rely on you to send out calendar invites, coordinate logistics, order refreshments, and make sure the venue (typically our office) is ready for the event. Sometimes you will be coordinating schedules for packed calendars, and occasionally you will help the leadership team coordinate their meeting and travel schedules.
• You will make sure that our office environment supports our wide range of activities. Sometimes you will be troubleshooting technology and AV equipment. Sometimes, you’ll be making sure that the HVAC is working correctly. Always, you will be anticipating how to keep the office running smoothly.
• You will connect with vendors to make sure they are supporting our systems, and you’ll manage their contracts to ensure we treat them fairly while protecting our resources for community service. You’ll keep office supplies in stock and make suggestions for how we can be more efficient and effective.
• Periodically, you’ll process expense reports and reconcile credit card statements for the leadership team. You will finalize outgoing correspondence and get incoming mail to the right people. And when we have visitors, you’ll greet them and make them feel welcome.
• If you love words, you may also have the opportunity to support communication and social media outreach.
• This is an active office. You should always be prepared for other requests to support the team.
  
  Who You Are & Keys to Success
• You have experience managing offices or providing administrative support and are comfortable working with financial details. You know what it takes to keep an office humming and you enjoy anticipating needs so the team never runs short of supplies or is derailed by technology.
• You love planning and organizing events and meetings. You get great satisfaction from making sure that every detail is taken care of long before each event so that everyone has a wonderful experience.
• You have worked with Quickbooks and Microsoft Office Suite software and apps, and you can help your teammates figure out how to get back on track when technology goes wrong.
• You listen attentively to what is said and can condense lengthy discussions into brief meeting minutes. You produce those summaries quickly and with minimal edits or corrections.
• You pay attention to detail and get great satisfaction each time you check an item off the to-do list.
• You enjoy people. You can talk to just about anyone, including Board members, the public and our nonprofit partners.
• You stay organized even when you are multi-tasking, and you always meet your deadlines.

  What Else You Should Know
  You will be an exempt, at-will employee of the Iowa West Foundation and the Iowa West Racing Association, reporting to the Controller. This is in-office work. We work in a beautiful, new office building on the Iowa riverfront, overlooking Tom Hanafan River’s Edge Park and downtown Omaha.
  The Iowa West Foundation is a place-based, private foundation headquartered in Council Bluffs, Iowa. Our mission is to support communities where families love to live and businesses thrive. We strive for outcomes that contribute to belonging, financial stability, opportunity, and wellbeing.
  IWF serves 14 southwest Iowa counties and metro Omaha. Since our start in 1996, we have awarded more than $500 million to improve the quality of life in our region. We are an equal opportunity employer and we value having staff from the communities we serve.

How to Apply

Please send a cover letter and resume to IWF Controller, Jackie Dix at HR@iowawestfoundation.org