Administrative Assistant

4 weeks ago

St Louis, United States Marchon Partners Full time

Manager Notes:

  • Hybrid position. 3 days in office/2 days remote - must be local candidate.
  • Must be well-organized, effective communicator, and have the ability to work independently.
  • Heavy scheduling & phone, IM, and email communication will be required.
  • 3-5 years of admin experience preferred.


Job Description:

  • Schedules diverse and complex appointments, meetings and travel arrangements. May prepare complex itineraries. Schedules and maintains daily appointment calendars, coordinates meeting details and confirmations.
  • Prepares travel expense reimbursement according to guidelines.
  • Provides administrative support to assigned staff. Types and composes a variety of documents, creates mail merges, and manages electronic and hard copy files.
  • Receives, sorts and distributes mail. Edits, proofreads and occasionally drafts communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; coordinates the printing, publishing and distribution process.
  • Provides logistical support and preparation for presentations, training, interviews, workshops and special events that occur on- and off- campus (i.e. arranges location, orders food, assembles materials, schedules speakers, prepares sign-in sheets and name badges, arranges parking, etc.). Updates training materials, case studies, etc., as needed. Serves as point of contact for scheduling classrooms and lecture halls.
  • Tracks and monitors expenses for department. Assists in budget planning. Enters transactions in financial system; may approve transactions and run/review reports. Enters personnel/payroll information in HR system.
  • Coordinates purchase order requests and work order requests. Maintains office supply inventory and coordinates purchase of supplies as needed.
  • May assist in preparing contract budgets, grant applications, proposals, status reports and financial statements.
  • Maintains/updates contact information, directories, departmental lists, email lists and databases. May be responsible for updating/maintaining routine web pages and social networking sites.
  • Performs other duties as assigned.
  • Answers phones, greets and directs visitors and ensures confidentiality of office is maintained at all times.


Skills:

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


Education:

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

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