Career Center
Saint Louis, Missouri
Gainesville, Georgia
Posted: 15-Nov-23
Location: Saint Louis, Missouri
Type: Full Time
Salary: Commensurate with experience
Categories:
Sector:
Salary Details:
Preferred Education:
Internal Number: 234
POSITION SUMMARY
This position assists and provides complex and confidential administrative support for the Communications and Marketing department with the goal of enabling the team to work as effectively and efficiently as possible. This position will be expected to proficiently prioritize tasks, solve problems, manage logistics and coordinate various projects and initiatives. This position will also support workflow functions for members of the Communications and Marketing department at the request of the Vice President of Communications and Marketing. In addition, this position will perform duties such as arranging travel, tracking expenses and budgets, managing various correspondence and the electronic filing system, and analyzing and administering workstreams. This position deals with a diverse group of important external members and visitors, as well as internal contacts at all levels of the association. Some travel may be required.
ESSENTIAL FUNCTIONS
- Provide organizational support to project team leaders.
- Assist with communication to members and other stakeholders including but not limited to emails and other print and digital communications.
- Handle in-person and virtual meeting arrangements; assist with scheduling and preparation of documents, presentations, meeting materials, and minute taking
- Assist with the preparation and management of the departmental budget and review and track departmental expenditures. Ensure department expenditures and invoices are accurate and paid in a timely manner.
- Oversee and maintain filing systems (mostly electronic); gather, organize, and maintain department files, including third-party contracts and agreements, and maintain office supplies for the department.
- Coordinate travel arrangements for colleagues.
- Prepare and code expense reports, invoices, and check requests.
- Provide phone, correspondence, email, and in-person communication support.
QUALIFICATIONS
Experience: 4+ years of executive assistant and/or project management experience
Skills, Knowledge, and Ability:
- Proficient in handling sensitive information with the utmost integrity, discretion, and confidentiality.
- Excellent verbal and nonverbal, written, and visual communication skills. Ability to write, speak, and interact clearly and professionally.
- Extremely organized with strong multitasking and time-management skills, adept at efficiently assisting multiple employees with diverse tasks.
- Understands the organizations and executive’s goals and key performance indicators.
- Skilled in people management to include teamwork, emotional intelligence, cultural awareness, and diplomacy.
- Ability to analyze information, assess situations and make informed decisions.
- Excellent project management skills with attention to details and timelines.
- Adaptability and flexibility to adjust priorities for whatever task is most important at any given time
- Quality assurance skills to maintain organizational quality standards of product and services.
- Proficient in managing data within spreadsheets, reports, records, and membership database as required.
- Proficient in a variety of computer software applications, at a high level, including Microsoft Office Suite (PowerPoint, Word, Excel, Teams, Outlook, et. al.). Sound understanding of office technology and equipment. Basic familiarity with social media platforms.
