The primary purpose of this position is to provide responsive and high-quality office support and administrative assistant services. This position will coordinate and execute clerical functions for the office and provide shared administrative support to corporate functions.
RESPONSIBILITIES
Administrative Support
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Manage calendar and prioritize inquiries and requests, resolve scheduling conflicts, schedule internal and external meetings for corporate leaders as requested
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Coordinate travel arrangements, prepare itineraries, plan logistics and prepare and submit expense reports
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Prepare certain documents on behalf of leaders and proofread materials for clarity, completeness, and accuracy
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Prepare and send letters as directed
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Order, schedule and set up food for luncheons and trainings
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Screen all incoming phone calls, inquiries, visitors, and correspondence, and route accordingly
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Perform research as needed
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Create reports, presentations and meeting minutes as requested
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Develop and carry out an efficient documentation and filing system
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Coordinate events as necessary
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Perform other administrative duties and project work as assigned
Office Services
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Greet and assist onsite guests
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Order and timely maintain office supply inventory in the building
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Identify opportunities for process and office management improvements, and support these improvements
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Ensure office policies and procedures are implemented appropriately
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Assist with office layout planning and office moves with Corporate Facilities
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Place service calls for office equipment and act as the primary point of contact for general office inquiries and building maintenance
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Maintain and stock copy room, kitchen and conference rooms in an orderly and timely manner
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Ensure a clean and organized office environment
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Provide oversight for the safety and security of employees and their property
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Manage expense reporting according to internal policies and procedures
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Oversee proper maintenance for coffee service, vending machines, cleaning, etc
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Liaison with building management company
REQUIRED QUALIFICATIONS
Education/Experience:
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At least 3-5 years of experience as a receptionist, office manager or an administrative assistant
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High School degree or equivalent required
Knowledge/Skills:
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Excellent knowledge of Microsoft Office and Adobe Professional
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Ability to work with minimal oversight
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Exemplary planning and time management skills
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Strong attention to detail and organizational skills
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Ability to solve problems, including non-routine issues
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Ability to multitask, prioritize daily workload
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Establish and maintain cooperative and effective working relationships with others
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Excellent written and oral communication skills
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Self-motivated and ability to work independently
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Complete work with many interruptions
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Ability to maintain discretion and keep highly sensitive information confidential
Physical Demands:
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Sitting or standing for extended periods of time
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Bending at the waist, kneeling or crouching to file materials
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Lifting, carrying, pushing or pulling objects up to 25 pounds
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Reaching overhead and above shoulders to retrieve supplies
This is a fully onsite role located in St. Louis, Missouri.
