Office Assistant - M&S (St. Louis)

Description

The Office Assistant is responsible for providing administrative support to the office to ensure continuity of daily office functions and operations. This position coordinates with leadership to provide administrative services in conjunction with Global Practice and business line goals and objectives. The Office Assistant coordinates office support services and facilities management in order to ensure organizational effectiveness and efficiency of the office.

Provide high level administrative support to the Office Manager, managing schedules, appointment requests and a high volume of meetings and events

Support the Global Practice, business line leaders and office staff with a variety of administrative and operational tasks on a daily basis

Support Project Managers with proposal development and project specific tasks including issuing Purchase Orders, maintaining project schedules, tracking budgets and financial information

Responsible for maintaining office reception area, greeting guests, and referring callers to appropriate parties

Plan, coordinate and facilitate on-site and off-site meetings for the office. This may include client meetings, trainings, stakeholder meetings, office management meetings, etc.

Coordinate and manage office events and activities. Oversee catering and conference room management for events; event set up and tear down

Assist office leadership team with calendar management, conference calls, related conference room set up, expense reports, and meeting coordination as requested

Coordinate travel arrangements and prepare travel itineraries

Prepare messaging and correspondence including emails, meeting agendas and meeting minutes

Responsible for gathering, compiling, verifying, proofreading, and analyzing information to prepare documents such as memos, letters, reports and PowerPoint presentations

Assemble and analyze information involving business plans and financial reports in PowerBI and Excel

Maintain seating and organizational charts in Visio

Monitor, review, and approve standard expenditures to ensure the activities of the office are conducted within established budgets. Process office accounts payable invoices

Coordinate and maintain overall office appearance including the kitchenette, furniture, equipment, and supply inventory

Administer office access security (badging and keys)

Support management and human resources with new hires and separations

Manage office correspondence, letters, packages, etc.

Coordinate with building management on office maintenance

Performs other duties as assigned

Complies with all policies and standards

Qualifications

High School Diploma / GED required

Applicable office / clerical experience preferred

Advanced knowledge in Microsoft Word, Excel, and PowerPoint required

Ability to work independently, demonstrating accuracy, reliability, and problem-solving skills

Excellent organization skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks

Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders)

Ability to exercise discretion and confidentiality

Excellent organizational, prioritization and time management skills

This job posting will remain open a minimum of 72 hours and on an ongoing basis until filled

EEO / Minorities / Females / Disabled / Veterans

Job Administrative / Office Support

Primary Location US-MO-Saint Louis

Other Locations US-MO-Saint Louis

Schedule : Full-time

Travel : No

Req ID : 250697

Job Hire Type Experienced #LI-DNP #M&S