The Office and Travel Coordinator will provide administrative support to leadership, provide  travel coordination to team members who are traveling to conferences and client sites, and  provide office coordination for the company’s home office, located in Bloomington. The position  will also contribute to special projects, helping to drive business priorities. The ability to multi-task, while maintaining complex travel and managing administrative support, is essential to this  position. The ideal candidate for this job is resourceful, organized, and can solve problems while  working independently. Maintaining and managing a workload responsibilities and deadlines in a timely manner is a key to success in this position.

Office Management and Coordination (30%)

• Support office administration including answering phone, greeting and directing visitors, routing incoming mail, preparing outgoing mail, and serving as point of contact for facilities and security management.
• Order office supplies, tracking inventory, and coordinating office needs with remote employees. 
• Monitor schedules of conference room and flex offices; keeping these and other common areas clean and organized in an orderly fashion.
• Monitor and appropriately responding to shared firm email inboxes. 

Travel Coordination (40%)

• Plan and organize travel arrangements for team members attending conferences, client meetings, or events, including flights, accommodations, and ground transportation.
• Ensure team members are provided proper travel documentation and itineraries.
• Troubleshoot and resolve any travel-related issues or changes efficiently.
• Evaluate and select flights, accommodations, and transportation that meet both budget and team member needs, while adhering to company travel policies.

Administrative Support and Other Duties (30%)

• Complete a broad variety of administrative tasks for firm leadership, including calendar management, responding to inquiries, coordinating meetings, completing expense reports, and other tasks. 
• Prepare materials that might include presentations, correspondence and meeting agendas. 
• Work with leadership on special projects which might include conducting research, document creation, coordination of resources and project management. 
• Proactively manage, assess, and predict needs and outcomes for all assigned tasks and projects. 
• Providing backup to other support staff as needed. 
• Other duties as assigned.

• Minimum of 3 years of professional experience in a similar role.
• Proven experience in organizing and managing travel arrangements for teams or individuals, including booking flights, accommodation, and transportation. 
• Familiarity with tracking travel and office-related expenses, reconciling budgets, and ensuring compliance with organizational policies.
• Versatility, flexibility and willingness to work within constantly changing priorities with enthusiasm. 
• Proficiency in Microsoft Office applications and experience using scheduling, expense tracking, and travel booking software.
• Strong interpersonal and communication skills, initiative and follow-through; sound discretion and judgement. 
• Ability to work on projects with general direction and minimal guidance.
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Critical thinking skills to identify alternative solutions, conclusions or approaches to problems.
• Acute attention to detail.

Work Environment/Conditions

•  This position is based in the company’s Minneapolis office. Employees in our Minneapolis office are currently working in a hybrid model, spending days in the office and remotely each week. 
• Position requires ability to work in a stationary position for majority of workday.
• Ability to life up to 15 lbs.
• Continuous use of computer.
• Frequent communication with team and clients via zoom and in person.
• This is an exempt position that requires at least 40 hour of work per week but due to the nature of this role, additional hours are required when deadlines need to be met.
• Overnight travel to client sites, conferences or firm meetings is sometimes required (up to 10%).
• 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 essential functions.

Compensation and Benefits Annual base salary range of $60,000 to $70,000 based on qualifications and experience. 

BWF offers a comprehensive benefits package including: 

• Paid holidays, PTO and volunteer time off.
• 401(k) retirement plan with employer contribution. 
• Health insurance with HSA and FSA (medical and dependent care) options. 
• Employer paid dental and vision insurance, 100% employer life insurance, short and long-term disability, Long Term Care insurance, and paid parental leave. 

To apply please submit a resume and cover letter.  Applications will be reviewed on a rolling basis and accepted until the position is filled. Interested applicants are encouraged to apply early.   

Diversity, Equity, and Inclusion

As an organization that exists to advance our world through the empowerment of nonprofits, we will serve our clients and industry from a sustainable space that is diverse, equitable, and inclusive. We are committed to making our organization a place of collaboration, integrity, and discovery, where everyone can thrive as individuals, with unique perspectives and be a part of something great. This commitment drives our ability to provide innovative solutions and create the best outcomes.