Job Title: Administrative Assistant

Location: St. Louis, Missouri, 63105

Position Type: Straight contract with a maximum end date of December 2025 (could end sooner). Hybrid position: 3 days in office, 2 days remote.

Hours/Shifts: Monday to Friday, varied shifts from 8 AM to 5 PM (40 hours per week)

Job Summary:

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team in St. Louis. This hybrid position requires strong scheduling capabilities, effective communication skills, and the ability to work independently. The successful candidate will provide comprehensive administrative support, manage heavy scheduling, and handle phone, IM, and email communication.

Key Responsibilities:

Scheduling:

• Schedule diverse and complex appointments, meetings, and travel arrangements, including the preparation of complex itineraries.
• Maintain daily appointment calendars and coordinate meeting details and confirmations.
• Handle intensive scheduling of 10 appointments per day.
• Prepare travel expense reimbursements according to guidelines.

Administrative Support:

• Provide administrative support to assigned staff, including typing and composing various documents, creating mail merges, and managing electronic and hard copy files.
• Receive, sort, and distribute mail; edit, proofread, and occasionally draft communications such as newsletters, event schedules, marketing materials, and departmental information.
• Coordinate the printing, publishing, and distribution process of various materials.
• Provide logistical support and preparation for presentations, training, interviews, workshops, and special events both on- and off-campus.

Logistics and Coordination:

• Arrange locations, order food, assemble materials, schedule speakers, prepare sign-in sheets and name badges, and arrange parking for events.
• Update training materials and case studies as needed; serve as the point of contact for scheduling classrooms and lecture halls.

Financial and Office Management:

• Track and monitor departmental expenses; assist in budget planning and enter transactions in the financial system.
• Coordinate purchase order requests and work order requests; maintain office supply inventory.
• Assist in preparing contract budgets, grant applications, proposals, status reports, and financial statements.

Communication and Record Maintenance:

• Maintain and update contact information, directories, departmental lists, email lists, and databases.
• Update and maintain routine web pages and social networking sites.
• General Duties:
• Answer phones, greet and direct visitors, and ensure confidentiality of the office is maintained at all times.
• Perform other duties as assigned.

Qualifications:

Experience:

• Minimum of one year of true administrative experience required.
• 3-5 years of administrative experience preferred.

Education:

• High school diploma or equivalent high school certification.
• Two years of relevant work experience.

Skills:

• Strong oral, written, and interpersonal communication skills to effectively interact with a broad and diverse range of people.
• Strong computer skills with experience using Microsoft Office Suite (Word, Outlook, Excel, PowerPoint, and Access).
• In-depth knowledge of office procedures.
• Ability to work both independently and as part of a team.
• Strong attention to detail and organizational skills.