Office Assistant

5 days ago


st louis, United States Brooksource Full time

Office Assistant

St. Louis, MO


Description:

The Office Assistant is responsible for providing administrative support to the Branch Office to ensure continuity of daily Branch 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 to ensure the 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 daily.
  • Support Project Managers with proposal development and project-specific tasks including issuing Purchase Orders, maintaining project schedules, and tracking budgets and financial information.
  • Responsible for maintaining the 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 setup, 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.


Requirements:

  • High school diploma or equivalent. A minimum of one year of applicable office/administrative experience is 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.


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