Office Manager​/Administrative Assistant

Job Title:

Office Manager/Administrative Assistant Reporting to:
Foundation Trustee and Accountant

Location:

Clayton, MO Salary: $65,000 – $75,000

Employment Type:

Full-Time, Exempt All applicants must submit resume and cover letter to  Position Summary

The Office Manager/Administrative Assistant has primary responsibility for day-to-day office management and providing high quality administrative support to a Private Foundation and its trustee and accountant. Accordingly, this position will play an integral role in the organizational strength of the Foundation and its relationships with its operating foundations and related entities. It requires excellent communication skills, a strong ability to multi-task, and a professional demeanor.

Essential functions are fundamental job duties. They do not include marginal tasks, which are also performed, but are incidental to the primary functions. The omission of specific statements of duties does not exclude them from the position, if the work is similar, related or a logical assignment to the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Serve as the Office Manager/Administrative Assistant (both in person and via telephone).
• Administrative service of investment and bank accounts.
• Trust and estate accounting and administration.
• Bank and investment statement reconciliations.
• Process household workers payroll.
• Assist in bill payments and property management.
• Manage the office mail function including sorting, delivering, scanning, and distributing correspondence, mail, faxes, email, and deliveries.
• Assist with billing, data entry, filing, research, proof reading documents, record retention, data management, and calendar maintenance/management.
• Perform daily and weekly management and maintenance of the office.
• Handle urgent or unexpected administrative duties on demand.
• Perform other related duties as necessary or assigned.
• Maintain office equipment and work with tech support.

Personal characteristics required of all employees such as honesty, integrity, ability to get along with others, professionalism, and courtesy are presumed qualities which may not be listed specifically.

• Excellent multitasking and time-management skills, with the ability to prioritize tasks.
• Ability to interpret a variety of instructions furnished in written, verbal, diagram, or in schedule format.
• Committed to excellence, likes problem solving, and enjoys the occasional intellectual challenge.
• Ability to maintain a professional, calm demeanor in a variety of situations.
• Excellent oral and written communication skills.
• Detail oriented with a willingness to learn new skills and techniques.
• Ability to be flexible, adaptive, and positive.

• High School Diploma or GED.
• Minimum of 3-5 years of previous office management and/or administrative experience.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience with Quicken and Quick Books required.
• Knowledge of trust and estate accounting is preferred.
• Understanding of administrative and clerical procedures and systems.
• Ability to learn additional software applications as necessary.

This is a full-time, exempt, in-office position in a standard office environment. The office is open Monday through Friday from 9AM-5PM. This position does not offer work from home options.

This position requires the use of computers, phones, and personal conversations. Constant use of eyes and hands will be required in all environments where work is performed. The incumbent may stand, walk, reach, stoop, climb, lift, carry, and bend occasionally when performing essential job functions in the office and at other locations. These activities may include walking through various locations operating common office equipment such as photocopiers, fax machines, mailboxes, or scanner.

We have a policy of offering equal employment opportunities to all employees and applicants. Specifically, we do not discriminate in employment opportunities or practices based on race, color, gender, religion, national origin, age, sexual orientation, gender identity, citizenship status, pregnancy, mental or physical disability, veteran status, genetic information, or any other characteristic to the extent prohibited by Federal, state, or local law.

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.