Office Assistant

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

• Manage calendar and prioritize inquiries and requests, resolve scheduling conflicts, schedule internal and external meetings for corporate leaders as requested
• Coordinate travel arrangements, prepare itineraries, plan logistics and prepare and submit expense reports
• Prepare certain documents on behalf of leaders and proofread materials for clarity, completeness, and accuracy
• Prepare and send letters as directed
• Order, schedule and set up food for luncheons and trainings
• Screen all incoming phone calls, inquiries, visitors, and correspondence, and route accordingly
• Perform research as needed
• Create reports, presentations and meeting minutes as requested
• Develop and carry out an efficient documentation and filing system
• Coordinate events as necessary
• Perform other administrative duties and project work as assigned

Office Services

• Greet and assist onsite guests
• Order and timely maintain office supply inventory in the building
• Identify opportunities for process and office management improvements, and support these improvements
• Ensure office policies and procedures are implemented appropriately
• Assist with office layout planning and office moves with Corporate Facilities
• Place service calls for office equipment and act as the primary point of contact for general office inquiries and building maintenance
• Maintain and stock copy room, kitchen and conference rooms in an orderly and timely manner
• Ensure a clean and organized office environment
• Provide oversight for the safety and security of employees and their property
• Manage expense reporting according to internal policies and procedures
• Oversee proper maintenance for coffee service, vending machines, cleaning, etc
• Liaison with building management company

REQUIRED QUALIFICATIONS

Education/Experience:

• At least 3-5 years of experience as a receptionist, office manager or an administrative assistant
• High School degree or equivalent required

Knowledge/Skills:

• Excellent knowledge of Microsoft Office and Adobe Professional
• Ability to work with minimal oversight
• Exemplary planning and time management skills
• Strong attention to detail and organizational skills
• Ability to solve problems, including non-routine issues
• Ability to multitask, prioritize daily workload
• Establish and maintain cooperative and effective working relationships with others
• Excellent written and oral communication skills
• Self-motivated and ability to work independently
• Complete work with many interruptions
• Ability to maintain discretion and keep highly sensitive information confidential

Physical Demands:

• Sitting or standing for extended periods of time
• Bending at the waist, kneeling or crouching to file materials
• Lifting, carrying, pushing or pulling objects up to 25 pounds
• Reaching overhead and above shoulders to retrieve supplies

This is a fully onsite role located in St. Louis, Missouri.