Job Description

Monona Terrace Office Administrator

The Monona Terrace Community and Convention Center is looking for their next Monona Terrace Office Administrator. The Monona Terrace Community and Convention Center is a place where nearly a half a million people gather each year to share, learn, grow, plan, design, and connect with one another. From formal events like conventions and conferences to public events like Dane Dances, Monona Terrace has wide geographical draw attracting local, regional, state, and international events each year. This Frank Lloyd Wright-designed building is a treasured community asset that has far reaching economic, business and quality of life impacts. This facility is located in the heart of Madison's vibrant downtown on the shore of Lake Monona, two blocks from the State Capitol. Its spectacular multi-level structure features public promenades, meeting rooms with striking lake views, and the attached 240-room Hilton Madison Monona Terrace. In addition to 85,000 square feet of interior function space, gracing the rooftop are 68,000 square feet of gardens that may be reserved for events. Meeting/exhibition space includes a 40,000 square foot exhibit hall, a 14,000 square foot ballroom, 315 seat lecture hall and 20 additional meeting rooms totaling 28,000 square feet.

This position plays a key role in creating a welcoming and inspiring experience for clients and visitors, contributing to a culture of innovation, strong communication, and workplace excellence. It supports important initiatives related to sustainability, health and safety, and employee wellbeing. Because the role involves regular interaction with coworkers, the public, attendees, and clients, it requires exceptional customer service, collaboration, and communication skills. The work is carried out with a high level of independence and discretion, with the employee responsible for developing procedures, methods, and controls. Overall, the position operates under the general supervision of the Executive Director.

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn't match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

Examples of Duties and Responsibilities

Provide executive assistance and manage day-to-day office operations to ensuring everything runs smoothly. Responsible for a wide variety of administrative services for every department including Administration, Finance, Sales, Design, Operations, Maintenance, Community Events, and Audio Visual. Administrative services include development and implementation of budgetary documentation and fiscal controls and the supervision of office clerical activities. Serve as the records custodian, maintaining accurate and organized documentation. Coordinate and manage internal meetings, making sure schedules, agendas, and follow-up communications are handled efficiently. Program administration for management, helping to implement and oversee various initiatives and processes. Handle both external and internal customer service-related communications to ensure clear and effective messaging. Create and distribute internal alerts, announcements, and notifications to keep staff informed. Manage external communications and build relationships with interested parties. Promote available resources and support for the Employee Assistance Program (EAP). Design, develop, and distribute the internal newsletter to keep employees engaged and up to date. Coordinate complex commission, committee, and/or board activities and provide administrative support to the Monona Terrace Board and its Subcommittees. Manage communications with board members and prepare agendas and record meeting minutes. Handle various legislative tasks on behalf of the board and management. Provide expertise and guidance on open meetings law, open records law, resolutions, contract routing, etc. Develop and maintain relationships with the board's appointing authorities: City, County, State. Provide administrative support for specific accreditation programs such as Leadership in Energy and Environmental Design (LEED) certification and Global Biorisk Advisory Council (GBAC). Manage the Innovation Program. Actively participate in staff committees focused on Strategic Planning, Racial Equity and Social Justice (RESJI), and the Combined Campaign. Contribute to operational development by designing and teaching courses, along with leading internal staff trainings. Coordinate large staff meetings, retreats and trainings. Graphic design services to support various team needs. Handle a variety of reception and clerical duties, including answering phones, data entry, maintaining the office space, managing records, and handling mail and errands. Ensure smooth daily operations and supports the broader team's efficiency. Perform related work as required.

Minimum Qualifications

Four (4) years of varied administrative and/or office management experience (e.g., budgeting, personnel, purchasing); AND - OR - Bachelor's degree (or higher) from an accredited college or university; AND One (1) year of varied administrative and/or office management experience (e.g., budgeting, personnel, purchasing). - OR - Bachelor's degree (or higher) in Accounting, Finance, Public Administration, Business Administration, or a closely related field. The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities. For a complete list of the Knowledge, Skills, and Abilities, please see the Administrative Assistant class specification.

Special Requirements

Physical Requirements: Work in this position is primarily sedentary, requiring the ability to sit/stand at a desk, work on a computer, and use a monitor for extended periods of time. Payroll title for this position is Administrative Assistant - Local 60.

Compensation and Benefits

The City of Madison offers excellent pay and benefits for employees. City Ordinances, handbooks, and labor contracts provide specifics; the description here is not to be considered a binding statement but offers an informal summary. The City of Madison strives to pay competitive wages. View the current salary schedules for pay for all classifications. Employees receive increases based on tenure with the City. The City offers a competitive benefits package, including a generous leave package, a variety of insurance options, and non-traditional benefits such as optional pet insurance, a bus pass for all employees, and the possibility of flexible work schedules. A brief summary of benefits is listed below. Please visit our website for more information. Vacation is earned upon starting employment and can be used after completion of probation. The general vacation schedule is below. 0-3 years 10 work days of vacation After 3 years 12-1/2 days After 7 years 15 days After 11 years 17-1/2 days After 15 years 20 days After 19 years 25 days After 27 years 27 days Employees earn 3.5 personal days in addition to vacation. Employees receive eight official paid holidays (New Year's Day, Martin Luther King, Jr. Holiday, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving, Christmas Day), as well as 3 paid leave days (the Friday after Thanksgiving, Christmas Eve, New Year's Eve). Employees also earn 13 sick days annually that may accrue to a total of 150 days. The City of Madison participates in the Wisconsin Retirement System through the State of Wisconsin Department of Employee Trust Funds. The City of Madison offers a variety of optional insurance programs including: Health Insurance, Dental Insurance, Vision Insurance, Pet Insurance, Life Insurance, Income Continuation Insurance (for short and long-term disability), Long Term Care Insurance. The City offers numerous other benefits and programs for employees, including: 457(b) deferred compensation plans, Employee Assistance Program, Bus Pass on Madison Metro, Flexible Work Schedules, Employer-paid Training.

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