Executive Assistant - Trade Center St. Louis and Mosaic Project

Executive Assistant - World Trade Center St. Louis and Mosaic Project

St. Louis Economic Development Partnership

Work to Improve and Increase Economic Opportunities in the St. Louis Region

The St. Louis Economic Development Partnership (STL Partnership) is a Missouri non‑profit corporation organized for the purposes of advancing the social welfare, health, and economic interests of the St. Louis region and its residents. In furtherance of its organizational purposes, STL Partnership provides governmental economic development services to both St. Louis County and the City of St. Louis. For more than 30 years, as the international division of the St.

Louis Economic Development Partnership, World Trade Center St. Louis (WTC) has supported growth for the region’s businesses as well as ensuring St. Louis companies are represented in an increasingly global marketplace. From customized market research to trade training, hosting inbound and outbound delegations, and managing St. Louis’ Foreign Trade Zone, Mosaic Project, and Sister Cities organizations, WTC brings together a strong system of business and government agencies to support trade and investment and enhance St.

Louis’ global connectivity.

Provide high‑level administrative and clerical support to World Trade Center St. Louis executive director and day‑to‑day office operations, accounting functions, and in‑person event support for larger World Trade Center and St. Louis Mosaic Project operations. Rely on experience and judgment to plan and accomplish goals. 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 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; organize and maintain electronic filing system; order and maintain office supplies.
• Provide administrative support to WTC Deputy Director and Mosaic Project Executive Director; assist with scheduling of meetings, event planning functions, support of major initiatives and preparation of presentations and report materials.
• Provide administrative support for the Sister Cities program, to include financial grant allocations and annual reporting.
• Handle requests from Sister Cities for assistance, meetings with elected officials, and any other requests.
• Manage accounting functions (invoices and accounts payable).
• Assist with fiscal year budgets for WTC and St. Louis Mosaic Project.
• Exceptional verbal and written communication are required to ensure effective interaction with visitors, international delegations, government officials worldwide, local elected officials, board members, and WTC members.
• Responsible for travel requests, mileage reports, travel expense reimbursement, other expense reimbursements.
• Coordinate events, such as incoming delegations – ordering catering, name tags, table tents, reserving meeting rooms, email follow‑up, tracking attendance.
• Set up and coordinate meetings.
• Coordinate multiple boards' quarterly meetings, including: preparing agendas, resolutions, (working with Legal Department) meeting minutes, board appointments/rosters, and board calendars.
• 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.
• Work independently in responding 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.

Associates Degree (Bachelors preferred), plus additional training in office management, business administration, and Microsoft Office suite.

• At least five years of progressively more responsible related work experience.
• Knowledge of office management practices, and procedures.
• Knowledge of…