Executive Administrative Assistant

2 days ago

St Louis, Missouri, United States Saint Louis Public Schools Full time

Job Title: Executive Administrative Assistant - Operations Department

Job Summary:

The Executive Administrative Assistant to the Chief Operations Officer provides high-level administrative support to the Operations Department at Saint Louis Public Schools. This role requires a highly organized and detail-oriented individual with excellent communication and interpersonal skills.

Key Responsibilities:

  • Assist the Chief Operations Officer in the general administrative operations of the school district.
  • Perform a full range of highly responsible and specialized administrative and technical support functions in support of the Operations Department.
  • Assist and support all functions required of the Chief Operations Officer, including Facilities, Food and Nutrition Services, Transportation, Real Estate, and Safety and Security divisions.
  • Answer a multi-line telephone system and take messages and route calls to the appropriate department.
  • Contribute to ensuring the smooth and efficient operations of the office and the proper and timely completion of projects and activities.
  • Provide administrative support to meetings, secure dates and locations, and prepare agendas and sign-in sheets for all participants.
  • Maintain a variety of documents, files, and records to provide an up-to-date reference trail and ensure confidentiality.
  • Work as a liaison with the Payroll division and timekeepers to ensure accurate timekeeping for scheduled pay periods.
  • Collaborate with the Real Estate, Payroll, and Finance departments to organize the Central Office parking garage.
  • Work with Human Resources to communicate new and onboarding processes for the division.
  • Provide general and specialized information and assistance to staff and the public.
  • Input work orders as needed and communicate with the Service Response Center.
  • Receive and screen office visitors and telephone callers and refer to other individuals as appropriate.
  • Work with the Director of Operations to ensure all Central Office matters and communication with staff are handled promptly.
  • Develop and/or maintain all records and documentation per the Chief's request.
  • Order office supplies and essentials as needed.
  • Work with the Operations Budget Manager to ensure signatures and budget items are received before board meetings.
  • Collaborate with all directors to ensure board resolutions and all items are effectively communicated to the team.
  • Work with the Financial Management Office to receive, check, approve, and sign requisitions, vouchers, forms, and documents promptly.
  • Collaborate with department directors to ensure all items are received for weekly reports, deliverable deadlines are met, and all meetings and calendar invites are scheduled accordingly.
  • Work with the Technology Department and Operations Department directors to ensure the Chief Operations Officer signs off on building usage form requests.
  • Ability to establish and maintain effective working relationships with superiors, associates, and the general public.
  • Provide administrative support to conferences, training, and inter-district meetings.
  • Takes notes, recollections, and minutes, and transcribes from meetings and formal proceedings.
  • Types from rough drafts or instructions of a variety of materials such as letters, memoranda, reports, and statistical data.
  • Composes correspondence for own or the Chief Operations Officer's signature, using knowledge of district policies and procedures.
  • Maintains a variety of documents, files, and records to provide up-to-date reference trails and ensure confidentiality.
  • Participates in meetings, workshops, and seminars to convey and/or gather information required to perform functions.
  • Perform other duties as assigned.

Requirements:

  • Minimum of five (5) years of progressive secretarial experience, including three (3) years in the equivalent capacity to an administrative assistant.
  • Experience providing responsible office/clerical and administrative support in an operations, financial/facilities, or school-based environment is preferred.
  • Associate or Bachelor's Degree in Business/related field (preferred).

Working Conditions and Environment:

  • Work is routinely performed in a typical interior/office environment.
  • Will be required to work cross-functionally between operations division offices as needed for the business needs of the district.
  • Very limited or no exposure to physical risk.

  • Administrative Executive Assistant

    4 weeks ago

    St Louis, Missouri, United States EBS Recruiters LLC Full time

    Job OverviewPosition: Temporary Executive Administrative AssistantWe are looking for a meticulous and proactive individual to fulfill the role of Temporary Executive Administrative Assistant at EBS Recruiters LLC. This position is designed to provide critical administrative support to our executive management team during periods of heightened activity,...

  • Executive Administrative Assistant, Operations

    2 weeks ago

    St Louis, Missouri, United States Saint Louis Public Schools Full time

    Job DescriptionPosition Title: Executive Administrative Assistant- Operations DepartmentPayroll/Personnel Type: 12Job #: XXXXReports to: Chief Operations Officer/Assigned DesigneeShift Length: 8 Hours a DayUnion Eligibility: Not EligiblePosition Summary:The Executive Administrative Assistant to the Chief Operations Officer performs a variety of technical and...

  • Executive Administrative Assistant

    1 day ago

    St Louis, Missouri, United States Saint Louis Public Schools Full time

    Job Title: Executive Administrative Assistant - OperationsJob Summary:The Executive Administrative Assistant to the Chief Operations Officer provides high-level administrative support to the Chief Operations Officer and the Operations Department. This role requires a strong ability to work independently, handle day-to-day operations, and communicate...

  • Executive Administrative Assistant II

    4 weeks ago

    St Louis, Missouri, United States Arizona Official Website of State of Arizona Full time

    Position Overview: The Arizona Department of Corrections, Rehabilitation & Reentry (ADCRR) is in search of a highly organized and versatile individual to fulfill the role of Executive Administrative Assistant. This position is responsible for providing comprehensive secretarial and administrative support to the unit manager. Key Responsibilities: Conducts...

  • Administrative Executive and Facilities Manager

    3 weeks ago

    St Louis, Missouri, United States US Cloud Full time

    The Administrative Executive and Facilities Manager will deliver extensive assistance to the Founder and Owner. The successful candidate will be adept at leveraging resources efficiently to foresee and fulfill the requirements of executives, while maintaining the utmost standards of professionalism and confidentiality.Location: Saint Louis, MO**LOCAL...

  • Administrative Executive and Facilities Manager

    3 weeks ago

    St Louis, Missouri, United States US Cloud Full time

    The role of the Administrative Executive and Facilities Manager involves delivering extensive assistance to the Founder and Owner. The successful candidate will be adept at utilizing resources efficiently to foresee and fulfill the needs of executives, while maintaining the utmost standards of professionalism and confidentiality.Key Location: Saint Louis,...

  • Administrative Executive and Facilities Manager

    4 weeks ago

    St Louis, Missouri, United States US Cloud Full time

    The Administrative Executive and Facilities Manager will deliver extensive assistance to the Founder and Owner. The successful candidate will demonstrate an ability to effectively utilize resources to foresee and meet the needs of executives, while maintaining the utmost standards of professionalism and confidentiality.Location: Saint Louis, MO**LOCAL...

  • Operations Executive Administrative Coordinator

    4 weeks ago

    St Louis, Missouri, United States Saint Louis Public Schools Full time

    Position Overview: Are you ready to take on a pivotal role as an Executive Administrative Assistant within the Operations Division? We are in search of a highly competent professional to provide comprehensive support to our Chief Operations Officer, engaging in a range of administrative responsibilities essential for the effective functioning of our...

  • Executive Assistant

    3 weeks ago

    St Louis, Missouri, United States LMR Technical Group Full time

    Job SummaryWe are seeking a highly skilled and experienced Executive Assistant to provide administrative support to our team at LMR Technical Group. The successful candidate will be responsible for providing a wide range of administrative services, including:Key ResponsibilitiesProviding administrative support to senior management and other staff...

  • Senior Executive Assistant

    4 weeks ago

    St Louis, Missouri, United States EBS Recruiters LLC Full time

    Job OverviewThe role of the Executive Administrator at EBS Recruiters LLC is crucial for ensuring the smooth operation of executive functions. This position requires a proactive individual who can manage various administrative tasks with efficiency and professionalism.Key Responsibilities:Calendar Management: Oversee and prioritize executive calendars,...

  • Senior Executive Assistant

    4 weeks ago

    St Louis, Missouri, United States EBS Recruiters LLC Full time

    Position OverviewThe Executive Administrator plays a crucial role in ensuring the smooth operation of executive functions within EBS Recruiters LLC. This position requires a proactive individual who can manage various administrative tasks effectively.Key Responsibilities:Calendar Management: Oversee and prioritize executive calendars, ensuring efficient...

  • Senior Executive Assistant

    4 weeks ago

    St Louis, Missouri, United States EBS Recruiters LLC Full time

    Job OverviewPosition Summary: The Executive Administrator plays a crucial role in ensuring the smooth operation of executive functions within EBS Recruiters LLC.Key Responsibilities:Calendar Management: Oversee and prioritize executive calendars, ensuring efficient tracking of various initiatives.Meeting Coordination: Organize and facilitate meetings,...

  • Administrative Executive and Project Coordinator

    3 weeks ago

    St Louis, Missouri, United States Experis Full time

    Join Our Team: We are a prominent player in the Medical Device and Pharmaceutical Manufacturing sector, seeking a dedicated and driven Administrative Executive and Project Coordinator.Position Overview: This role is a hybrid position that encompasses both administrative and project coordination responsibilities.Key Responsibilities:Administrative Support:...

  • Executive Administrative Assistant II

    3 weeks ago

    St Louis, Missouri, United States Arizona Official Website of State of Arizona Full time

    Position Overview: The Arizona Department of Corrections, Rehabilitation & Reentry (ADCRR) is in search of a detail-oriented and highly efficient individual for the position of Administrative Secretary II. This role encompasses a variety of secretarial and administrative responsibilities to support the unit manager directly. Key Responsibilities: Conducts...

  • High-Level Administrative Assistant

    3 weeks ago

    St Louis, Missouri, United States City Garden Montessori School Full time

    About the PositionThe City Garden Montessori School is seeking a highly skilled and experienced Executive Assistant to provide top-notch administrative support to the Chief Executive Officer (CEO), the Executive Leadership Team, and the Board of Directors.Key ResponsibilitiesExecutive Administrative ServicesCoordinate travel arrangements and schedules for...

  • Senior Executive for Financial and Administrative Leadership

    4 weeks ago

    St Louis, Missouri, United States Diversified Search Group Full time

    Position Overview:The Senior Executive for Financial and Administrative Leadership plays a pivotal role in steering the financial and operational strategies of a prominent cultural institution. This position is integral to ensuring the organization’s mission is upheld through effective management of resources and strategic partnerships.About the...

  • Executive Administrative Officer, College of STEM

    4 weeks ago

    St Louis, Missouri, United States Harris-Stowe State University Full time

    Job OverviewHarris-Stowe State University, a distinguished historically Black institution (HBCU), is situated in a dynamic urban environment. The university's campus is renowned for its proximity to various cultural and educational landmarks.Position SummaryThe Senior Administrative Assistant for the College of STEM plays a pivotal role in managing the daily...

  • Senior Administrative Assistant- ABSB

    5 days ago

    St Louis, Missouri, United States Harris-Stowe State University Full time

    Job SummaryThe Anheuser-Busch School of Business at Harris-Stowe State University seeks a highly organized and detail-oriented Senior Administrative Assistant to oversee the day-to-day operations of the school office. This role requires a proactive individual who can efficiently manage office resources, facilitate communications, and maintain a positive...

  • Administrative Assistant

    2 weeks ago

    St Louis, Missouri, United States Management & Training Corporation Full time

    Job Summary:We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Management & Training Corporation. As an Administrative Assistant, you will be responsible for providing administrative support to our staff, ensuring the smooth operation of our office, and maintaining accurate records.Key Responsibilities:Provide...

  • Administrative Coordinator

    2 weeks ago

    St Louis, Missouri, United States Randstad Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to join our dynamic team at Randstad. As an Administrative Assistant, you will play a vital role in maintaining the smooth operation of our office, providing exceptional support to our executives and teams, and ensuring the accuracy and efficiency of our administrative...