Administrative Assistant with Retail Background

Aviation (1489)

Hazelwood MO

Needed ASAP

Contract

Work ONSITE M-F

Administrative Assistant- This person should have a background in retail.  Motivated, polished, and able to support 4 executives and plan some events.  Willing to train as long as the person is motivated!

Purpose of Position
The Administrative Assistant will be responsible for Calendar Management with multiple leaders; facilities support; travel & expenses; front office reception and general office duties. This is an on-site, full-time position.

Tasks and Responsibilities
• Serve as a central liaison, point of contact, and administrative support partner for site leadership and teammates
• "Can Do” attitude w/exceptional customer service skills
• Maintain and utilize Outlook calendars; schedule and organize meetings and conferences
• Support event and conference preparations, including materials, booking rooms or off-site locations, AV equipment and all meeting logistics from start to finish.
• Serve as backup support for the other administrative assistants as needed
• Expense reporting for multiple leaders.
• Exceptional, comprehensive administrative support to various leaders within Defense and Engineering
• Plan and manage workload with the highest regard for key priorities, deadlines and best practices delegated from the Manager of Executive Administration
• High skill set in multi-tasking, prioritizing requests and able to react in the moment
• Critical thinker and thought partner to Manager of Executive Administration and other administrative assistant(s)
• Travel and expense reporting through Concur in a timely manner
• Manage office reception area including daily opening and closing
• Answer phones and route calls to appropriate party, create and maintain office telephone directory and distribution lists
• Greet visitors, assure that visitor check in process is completed
• Help manage conference rooms
• Sort and deliver office mail and packages, prepare outgoing mail for pick up including FedEx/UPS
• Maintain office supply closet, order supplies as needed
• Communicate facilities issues to building management/corporate facilities as appropriate
• Coordinate with Human Resources to maintain employment posters and distributions for the office staff
• Support all new hire coordination with HR
• Manage visitor badges for internal teammates and external customers
• Third party screening
• Facilitate all invoices for payment w/the AP team
• Assist with ordering food for various leadership and team meetings (may include set-up / clean-up).
• Collaborate with Manager of Executive Administration for all team and culture building events

Minimum Education
• High school diploma or Certificate of High School Equivalency (G.E.D.- demonstrated satisfactory performance in the General Educational Development Testing Program) with two to three (2-3) years related experience and/or training, or equivalent combination of education and experience.
• Aviation terminology/background, a plus.

Minimum Experience
• 2-3 years'' experience, knowledge, skills abilities
• Fluency in English, through both verbal and written communications; able to speak, understand, read and write
• Excellent verbal and written communication skills
• Excellent organizational skills
• Ability to interact with various levels of management in a professional manner
• Ability to adapt to changing schedules and high-pressure situations
• Microsoft Office experience with heavy calendar management