Administrative Assistant

eTeam; St. Louis (MO); On-site; USD 25,000 - 39,000; Full time

Job summary

eTeam seeks an Administrative Assistant to support daily office operations at our St. Louis, MO location.

The role covers calendars, onboarding, meeting coordination (MS Teams), travel logistics, and vendor invoicing, with interactions across regional and global teams. The ideal candidate has a high school diploma with at least two years of administrative experience, strong computer skills (Word, Excel, PowerPoint, Outlook), and excellent communication.

Qualifications

• High school diploma/GED with at least two years of admin support experience.
• Travel scheduling, expense reporting, invoice processing and event scheduling.
• Strong computer skills including Word, Excel, PowerPoint and email.
• Excellent communications and organizational skills; able to multi-task and meet deadlines.
• Professional demeanor with strong team orientation and customer focus.

Responsibilities

• Schedule appointments and maintain calendars.
• Oversee onboarding process.
• Coordinate meetings and travel (domestic and international).
• Monitor and assist with fiscal administration for sites and vendors.
• Process invoices and payments for manufacturing, team and site support.
• Maintain records and confidentiality; manage contract submission/approval workflow.

Skills

Administrative support

Scheduling

Communication

Multi-tasking

Education

High school diploma/GED

Associate degree or Bachelor's degree in Business or Marketing

Working knowledge of databases (e.g., Microsoft Access)

Tools

SAP

SharePoint

Dakota

LMS

Outlook

Microsoft Office

Job description

Monday, Tuesday, Wednesday, Thursday, Friday

Job Title: Administrative Assistant
Location: St. Louis, MO 63122 - 100% onsite
Duration: 12 months contract
Shift: 08:00 AM - 05:00 PM - Monday, Tuesday, Wednesday, Thursday, Friday

NOTE: Travel between the offices is what is stated in "10% travel". One of the buildings is 2 miles away so all candidates will be required to drive and MUST have reliable transportation.

Responsibilities

The Administrative Assistant / Administrative Associate will support the will support the department by managing daily office functions to ensure efficiency of operation of the group, including, but not limited to:

• Independently initiating actions, monitoring the process, and following through to completion or resolution of all phases of assignments.
• Scheduling appointments and maintaining calendars.
• Oversee onboarding process
• Scheduling, coordinating and facilitating meetings, MS Teams conferences; scheduling, organizing and managing logistics for events and travel arrangements (both domestic and international).
• Monitoring, reconciling, and assisting with fiscal administration for local St. Louis Sites and vendors. Interacting with Regional and Global teams.
• Financial management - Processing and tracking invoices and payments for manufacturing, team and site support.
• Establishing and maintaining effective working relationships; serving as the first point of contact in communication for teams.
• Supply procurement and physical resource management; Purchasing card documentation and reconciliation.
• Use SAP reporting tools to provide requested data/information.
• Utilize various software, including Dakota, LMS, Outlook, Microsoft Office, SAP to update data, produce customized reports, presentations, documents, databases, journals and correspondence.
• Record retention management - establishing, updating, and maintaining files and records.
• Utilize discretion and maintain confidentiality in handling sensitive documents.
• Contract management - steward submission and approval process, tracking and resolution.
• Assist with group projects and function as back-up administrative resource for other groups when needed. Experience using Outlook, SAP, and SharePoint.

Qualifications

• High school diploma/GED with a minimum of two years of experience in providing administrative support in a business environment.
• This includes travel scheduling, expense reporting, invoice processing and event scheduling and planning.
• Technical skills, administrative skills, people skills, organization skills.
• Will support onboarding and training process.
• Excellent computer skills including Microsoft applications Word, Excel, PowerPoint and email use
• Possess strong communications and organization skills.
• Multi-task oriented and able to manage tight deadline demands with attention to details and follow-up activity.
• Professional and mature demeanor with strong team orientation.
• Strong customer focus, especially critical for interactions over the phone
• Strong interpersonal skills, able to work across functions and manage outside vendors

Preferred

• Associate Degree or Bachelor's degree in either Business or Marketing or related field.
• Working knowledge of databases such as Microsoft Access