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Executive Assistant

2 months ago

Saint Louis, United States Robert Half Full time
Job DescriptionJob DescriptionWe are offering a short term contract employment opportunity for an Executive Assistant in St Louis, Missouri. The role is within a non-profit industry where the Executive Assistant will provide high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Responsibilities:

• Ensure meticulous attention to detail in processing grants paperwork, maintaining compliance with organizational guidelines and deadlines.
• Manage executive's emails, including drafting correspondence, prioritizing messages based on urgency and importance, and providing timely follow-up.
• Handle incoming calls professionally, screening and directing inquiries as appropriate.
• Coordinate complex travel itineraries for the director and other parties, including flights, accommodations, and ground transportation.
• Liaise with vendors to coordinate catering for meetings, events, and executive functions, accommodating dietary restrictions/preferences.
• Maintain an organized filing system for documents, contracts, and other important records, both physical and digital.
• Assist with calendar management, scheduling appointments, meetings, and conferences, and proactively anticipating conflicts or scheduling constraints.
• Prepare meeting agendas, materials, and presentations, and take accurate notes during meetings as needed.• Proficiency in Microsoft Office Suites, including Microsoft Excel and Microsoft Outlook
• Familiarity with CRM software
• Experience with Concur for expense management
• Knowledge of "About Time" tool for time tracking and project management
• Ability to manage calendars and schedule meetings effectively
• Experience in handling correspondence and communicating with executives at the C-Suite level
• Strong documentation skills and ability to take detailed meeting notes
• Ability to maintain a high level of confidentiality and discretion.
• Excellent organizational skills and ability to multitask
• Strong written and verbal communication skills
• Ability to work independently and as part of a team.