Executive Office Assistant

Salary: $67-80K, depending on experience

Location:
Onsite in St. Louis

Hours: 8:00am - 4:30pm

• Administrative/Office & Facilities Services
• Location:
  
  Saint Louis, Missouri
• Regular Full-Time
• 100% Onsite role

The Executive/Office Assistant will work closely with the human resources and compliance and other departments on a variety of events, administrative tasks and projects. This individual will provide paraprofessional and administrative support by accomplishing tasks that are varied, complex and of a highly confidential nature, as well as a variety of routine duties. This assistant will be directly responsible to the Chief Human Resources Officer/Chief Compliance Officer.

• Provide general support to the human resources and compliance departments, as well as other departments by request.
• Prepare complex documents including tables, calendars, and reports.
• Conduct research and information gathering on behalf of the senior leader.
• Use discretion, judgment, and knowledge of the organization to appropriately complete actions on behalf of the senior leader.
• Develop positive and strategic relationships at all levels of the organization.
• Coordinate and manage calendars, deadlines, appointments, travel (domestic and foreign) and other matters.
• Field inquiries, meeting requests, routes paperwork for signature, prepares filings and memos.
• Exercise professional judgement, discretion and confidentiality in handling sensitive information related to company financial performance, compensation matters, payroll and personnel matters.
• Process expense reports, invoices (including G/L coding), reimbursements and other related requests.
• Perform various routine clerical functions (scanning, faxing, mailing, Fed Ex).
• Assist in other special projects as assigned by the departments.

• Ensure office policies and procedures are implemented appropriately
• Order and timely maintain office supply inventory in the building
• Identify and support opportunities for process and office management improvements
• Place service calls for office equipment and act as the primary point of contact for general office inquiries and building maintenance.
• Maintain and stock copy room, kitchen and conference rooms in an orderly and timely manner.
• Ensure a clean and organized office environment.
• Assist with office layout planning and office moves with Corporate Facilities.
• Oversee proper maintenance for coffee service, vending machines, cleaning, etc.
• Serve the front desk.
• Liaison with building management company.

• Assist in the planning and execution of department events.
• Assist HR with coordinating employee engagement programs.
• Plan and help execute department summit meetings, including content creation, development of agendas, coordinating outside vendors, speakers, and negotiating costs for meals.
• Provide support to open enrollment processes.

• 10 years of experience as an office assistant or related administrative support role.
• 3+ years of experience as executive level support

• Must be extremely organized with impeccable attention to detail and time management.
• Proactive and confident with excellent interpersonal skills.
• Accuracy in data entry and basic math and computer skills required.
• Advanced proficiency using MS Office (Outlook, Word, Excel and PowerPoint).
• Basic knowledge of Enterprise Resource Planning (Oracle) system is desired but not required.
• Ability to function independently, work effectively with a wide variety of individuals and be flexible is critical.

• Sitting or standing for extended periods of time
• Bending at the waist, kneeling or crouching to file materials
• Lifting, carrying, pushing or pulling objects up to 25 pounds
• Reaching overhead and above shoulders to retrieve supplies

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.