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SalaryPOSITION TITLE: Office Support Specialist
DEPARTMENT: Operations
REPORTS TO: Vice President, Operations
STATUS: Full-Time, Exempt (Salaried)
REPORTS TO: Vice President, Operations
STATUS: Full-Time, Exempt (Salaried)
GREATER MSP PARTNERSHIP
GREATER MSP is a cross-sector partnership of more than 300 leading businesses, cities, universities, counties, foundations, and community organizations. The mission of the GREATER MSP Partnership is to grow the economy of the 15-county Minneapolis-Saint Paul region and create economic opportunity for all residents of the region. To do this, our partnership is executing a comprehensive regional economic development strategy focused on growing jobs, talent, and capital across the region. Learn more about GREATER MSP at www.greatermsp.org
POSITION SUMMARY
As first point-of-contact in the office setting, the Office Support Specialist presents a welcoming atmosphere for guests, partners, and team members. Part of the Operations team, this position is primarily responsible for front desk coordination, scheduling expertise, email correspondence, data entry and report tracking, meeting set-up, maintain office equipment, technology logistics, and project support. This role functions at a high level of productivity to ensure office administrative duties are completed in a coordinated and efficient manner. Office tasks include but are not limited to answering phones, mail delivery, and supply ordering. Other responsibilities include scheduling support for the Executive Team, travel agency and calendaring back-up for the CEO Executive Assistant. Special projects involve event assistance, partner visits and other duties as assigned. GREATER MSP offers a hybrid work environment. This position is 5 days per week, with an expectation of working on-site at least 2-3 days per week from our office in Osborn370, a hub for inclusive innovation in downtown Saint Paul.
PRIMARY RESPONSIBILITIES
Welcome Hub & Office Hospitality Leader
- Front desk hospitality, reception coordinator, answers phones, routes message and welcomes visitors to the GREATER MSP office
- Provides support for significant in-office meetings (e.g. room reservations, catering arrangements, materials and room preparation)
- Maintain clean, professional appearance of (and equipment in) common areas of the office (kitchen, commons, hallways, huddle rooms and conference rooms)
- Maintain kitchen including loading/unloading dishwasher, keeping counters clean, and stocking items; work with maintenance requests and office cleaning company
- Serve as primary contact for maintaining and ordering office/kitchen supplies
- Serve as primary contact for building management on routine issues
- Keeps Operations Manuel updated
- Other projects/duties as assigned
Team Support Logistics
- Manage email correspondence and respond to inquiries for general office items
- Provide basic support with in-office team tech needs (i.e. meeting room audiovisual equipment troubleshooting)
- Track organizational memberships and subscriptions.
- Distribute mail, coordinate postage, and lead mass mailing projects
- Managing office food program, including tracking supplies and placing orders as needed (e.g. coffee, light snacks).
- Use technology to complete work. At GREATER MSP, some of the tech products we use include: Salesforce, DocuSign, Calendly, Survey Monkey, Asana, and Microsoft Office.
Administrative Support
- Provide administrative support for Vice President-level positions, including helping to arrange & schedule meetings, prioritize & reprioritize competing opportunities, and maintain work calendars
- Assist with group meeting setup via Doodle polls to gather partner availability
- Support preparation for speaking engagements and materials
- Make national and international conference and travel arrangements
- Prepare detailed itineraries
- Assist with expense reporting
- Create letters and coordinate mailings
- Assist with drafting presentations and other documents, as directed by VPs.
- Create accounts and add contacts in Salesforces and keep updated
- Provide backup support to Executive Assistant to the CEO, including support with travel arrangements and logistics coordination for CEO-led meetings.
- Special projects as assigned
SKILLS & EXPERIENCE
- Highly organized individual with proven organizational skills to balance a variety of tasks
- Ability to organize, prioritize and work independently
- Ability to problem solve
- Exceptional internal and external customer service skills
- Ability to maintain confidentiality
- Strong interpersonal qualities; adept at establishing and maintaining good rapport and collaborative working relationships with all organizational levels
- Excellent writing, keyboarding, editing/proofing skills (grammar, punctuation, vocabulary, spelling) and managing business correspondence
- Proficient in Microsoft Office Suite and ability to learn various software applications
- Ability to manage calendars, schedule appointments, and set up meetings with high attention to detail and follow-through
- Highly motivated by challenges and added responsibilities
Desirable Qualifications: Working knowledge of Salesforce; at least four years of responsible Office Support experience.
Experience: Minimum 2 years of responsible Office Support experience in a customer service setting
Education: Bachelor’s degree or equivalent experience
Knowledge: Interest in economic development and committed to helping realize GREATER MSP’s ambitious mission and vision for inclusive economic growth in the Minneapolis-Saint Paul region.
This description covers the primary purpose and principal duties of the job. It is not intended to give all details or a step-by-step account of the way each procedure or task is performed.
CULTURAL COMPETENCIES & COMMITMENT
- Entrepreneurial spirit
- Exhibits high integrity
- Ability to be proactive & take initiative
- Demonstrated success working in teams
- Hardworking, humble approach to work
- Consistently provides quality results
- Responsible work ethic
- Demonstrated cross-cultural competency
- Highly motivated by challenges
- Value and vision driven
- Positive can-do attitude
- Well organized habits
- Reliable with a ready-to-help disposition
- Positive approach to problem solving
WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
Physical Demands
- Could lift/move <30 lbs.
- Have the ability to stand and sit for extended periods of time.
- Have ability to use a computer and converse on phone for extended periods of time.
- Have the ability to get to and from meeting sites.
Office Environment
- The noise level is typical for an office environment.
- The office environment is temperature controlled.
- GREATER MSP offers a hybrid work environment. This position is 5 days per week, with an expectation of working on-site at least 2-3 days per week from our office in Osborn370, a hub for inclusive innovation in downtown Saint Paul.
Travel Requirements
- Ability to occasionally travel to and from meetings within the Greater Minneapolis-Saint Paul metropolitan area.
- There may be national/ international travel required to events/conferences as needed.
Health & Safety
GREATER MSP is committed to providing and maintaining a safe and healthy workplace in accordance with the CDC and Minnesota State health advisory guidelines. Please contact Human Resources at 651-287-1300 for policies and protocols.
APPLICATION PROCESS
A background check is required prior to the first day of employment. A background check may consist of, but not limited to, a criminal history check, employment reference check, social security and address verification, drug tests and an education verification. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, disability, sex, age, ethnic/national origin, marital status, sexual orientation, gender identity or presentation, pregnancy, genetics, veteran status, or any other status protected by federal, state, or local laws.
By completing this application, you are seeking to join a team of hardworking professionals dedicated to consistently delivering outstanding service to our regional partnership. Equal access to employment is available to all qualified persons. Those applicants requiring accommodation to complete the application and/or interview process should contact Human Resources.
Please submit a cover letter and resume at www.greatermsp.org
GREAT MISSION. GREAT PEOPLE.
GREATER MSP connects top talent with engaging career opportunities by offering a competitive salary commensurate, with experience, a performance based bonus structure and a generous benefit package, including a transportation benefit for downtown parking/transit costs. Note experience falling between 3-5 years most typically falls in the median of the wage range.
GREATER MSP PARTNERSHIP VALUES
Accountability | Alignment | Inclusion | Innovation | Transparency
GREATER MSP Partnership is an Equal Opportunity, ‘At Will’ Employer that maintains a drug free workplace and complies with ADA regulations as applicable. We value diversity and are committed to creating an inclusive work environment. Together we are greater.
