Administrative Assistant

JOB TITLE: Administrative Assistant
POSITION TYPE: Full Time (Non-Exempt)
REPORTS TO: Executive Director

SUMMARY: We are seeking a detail-oriented and organized Administrative Assistant to join our team. The ideal candidate will play a key role in facilitating smooth day-to-day operations, managing tasks with precision, and contributing to a positive working environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following, but are not limited to the job specifications contained herein:

• Assist with administration of projects as assigned.
• Assist the Executive Director with scheduling meetings.
• Produce documents, reports, and presentations as directed.
• Maintain master organization and facilities calendar.
• Coordinate reservations and other needed items for staff-focused events.
• Serve as a primary point of contact for internal and external communication. Answer and direct phone calls, emails, and inquiries promptly and professionally.
• Serve as the primary contact for all office guests. Direct visitors to the appropriate person.
• Maintain database of liability insurance on all current vendors and clients.
• Manage organization and general presentation of the office.
• Manage office supply inventory according to organization budget.
• Create meeting agendas, prepare, and distribute meeting notifications, correspondence, and materials.
• Ensure meeting rooms are set up and equipped for efficient and productive gatherings.
• Handle administrative issues and challenges with a proactive and solution-oriented approach. Identify areas for improvement and implement efficient processes.
• Serve as recording secretary for Board meetings and selected committee meetings.
• Draft minutes for review and distribution to staff, Board members, and meeting participants as required.

REQUIRED QUALIFICATIONS

· A minimum of three years’ experience in an administrative position.
· Excellent interpersonal skills resulting in exceptional rapport with people.
· Able to deal courteously, professionally, and tactfully with the public in a variety of circumstances.
· Ability to multi-task and work under pressure.
· Ability to work independently with little supervision while adhering to deadlines.
· Proficiency in Microsoft Office (Word, Excel, PowerPoint) required.
· Excellent organizational skills and attention to detail, including composing, typing, and proofing materials.
· Ability to work both independently and as part of a team.
· High school diploma or equivalent

OTHER INFORMATION

· Occasional, pre-scheduled nights and weekends for events and meetings may be required.
· This position is NOT eligible for a remote/work-from-home status.
· Promise Community Homes offers a pleasant, energetic environment with good-natured professionals dedicated to making a difference for individuals with developmental disabilities in the Greater St. Louis Metropolitan area.
· We offer a comprehensive and competitive benefits package.

Promise Community Homes is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Job Type: Full-time

Pay: $19.00 - $23.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Saint Louis, MO 63146: Relocate before starting work (Required)

Work Location: In person