Administrative Assistant - St. Louis, United States - Marchon Partners

Description

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.