Executive Assistant - WTC and Mosaic Project

Executive Assistant – WTC and Mosaic Project

Join to apply for the Executive Assistant – WTC and Mosaic Project role is Economic Development Partnership.

We are looking for a highly organized individual to provide high‑level administrative support to the Executive Director of World Trade Center St. Louis, the Deputy Director of WTC‑St. Louis, and the Executive Director of the Mosaic Project. The position involves day‑to‑day office operations, accounting functions, event support for larger World Trade Center and St. Louis Mosaic Project activities, and other confidential assignments.

The Executive Assistant reports directly to the Executive Director of the World Trade Center St. Louis while also supporting the Deputy Director of the WTC‑St. Louis and the Executive Director of the Mosaic Project.

• Manage the calendar of the Executive Director, including arranging meetings, coordinating events, and scheduling travel.
• Oversee day‑to‑day WTC office operations; and maintain an electronic filing system; order and maintain office supplies.
• Provide administrative support to WTC Deputy Director and Mosaic Project Executive Director; assist with scheduling meetings, event planning, support major initiatives, and prepare presentations and report materials.
• Support the Sister Cities program, including financial grant allocations and annual reporting.
• Handle requests from Sister Cities for assistance, meetings with elected officials, and other support.
• Manage accounting functions (invoices and accounts payable).
• Assist with fiscal year budgets for WTC and St. Louis Mosaic Project.
• Provide exceptional verbal and written communication with visitors, international delegations, government officials worldwide, local elected officials, board members, and WTC staff.
• Process travel requests, mileage reports, travel expense reimbursements, and other expense claims.
• Coordinate events such as incoming delegations—ordering catering, name tags, table tents, reserving meeting rooms, email follow‑up, tracking.
• Set up and coordinate meetings.
• Coordinate multiple boards' quarterly meetings—prepare agendas, resolutions, working with the Legal Department, meeting minutes, board appointments/rosters, and board.
• Coordinate contracts with the Legal Department and vendors for signatures.
• Support the Executive Director with trade mission planning.
• Work independently on complex and confidential assignments.
• Respond to routine correspondence.
• Assist with special assignments as needed.
• Assist in special events, such as fundraising activities and the annual meeting.
• Perform various other duties and functions as required or assigned within area of expertise or scope of the position.

Education – Associate's degree (Bachelor's preferred) and additional training in office management, business administration, and Microsoft Office suite.

• At least five years of progressively responsible related work experience.
• Knowledge of office management practices and procedures.
• Knowledge of administration, clerical, and accounting; working knowledge of MIP accounting software (formerly Abila) desirable.
• Advanced skills in Microsoft Office Suite, including Word, Excel, Outlook, and Teams meeting scheduling.
• Skilled in Adobe Acrobat, Docu Sign, and Zoom.
• Detail oriented; problem solving.
• Ability to think critically and make inferences from written materials.
• Cross‑cultural experience and global perspective gained by working/living with people of other cultures highly desirable.
• International affairs or business experience desired but not required.
• Perform light physical work lifting up to 10 pounds on an occasional basis; perform such activities as typing, grasping, lifting, reaching, crouching, and repetitive tasks.
• Understand and execute both basic and complex directions.

• Demonstrated commitment to public service and STL Partnership's mission.
• Self‑motivated and able and willing to manage an aggressive schedule to meet job demands.
• A team player who inspires collaboration and is well‑organized.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.