Administrative Assistant – Operations

The Rome Group; St. Louis (MO); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Retirement plan

Health insurance

Dental insurance

Life insurance

Disability insurance

Vacation

Personal leave

Job summary

Forest Park Forever is seeking an Administrative Assistant to support the Senior Vice President of Operations. You will manage calendars, draft correspondence, assemble presentations, and coordinate committees and events to ensure smooth operations.

The role requires strong communication, organization, and the ability to work autonomously while interfacing with internal and external constituents.

Qualifications

• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams, SharePoint) and Zoom are required.
• Experience supporting an executive, including calendar management and meeting scheduling.
• Ability to draft and format correspondence and presentations for senior leadership.

Responsibilities

• Provides Administrative support to the SVP of Operations and the Director of Parks Planning and Projects.
• Schedules meetings, prepares source documents, and records minutes for committees and boards.
• Manages special projects, events, and travel plans for the SVP of Operations.
• Maintains filing systems and ensures accuracy of correspondence and documents.
• Assists with preparation of financial information and budget-related spreadsheets.

Skills

Microsoft Office Suite

Zoom

Calendar management

Communication

Education

Associate degree or equivalent experience

Tools

Yooz

Sage/Intaact

ClickShare

Virtual meeting platforms

Job description

Administrative Assistant – Operations

POSITION SUMMARY

Forest Park Forever seeks an Administrative Assistant to support the Senior Vice President (SVP) of Operations. This role is for an energetic individual with strong communication and organizational skills, and the ability to work autonomously to facilitate the overall effectiveness of the SVP of Operations in their role interfacing with internal and external constituents. This position reports to the SVP of Operations and will interface and support members of the Department of Parks Planning and Projects, an organization reporting to the SVP of Operations.

PRIMARY RESPONSIBILITIES

Office Management

• Provides Administrative support to the SVP of Operations as well as the Director of Parks Planning and Projects.
• Supports activities of the Building and Grounds Board Sub-Committee and other Operations Department committees by proactively scheduling meetings, assembling and disseminating information and preparing source documents under the instruction of the SVP of Operations.
• Attends Committee meetings or other meetings as requested to record minutes or support special projects or community engagement activity.
• Records, summarizes, catalogues and distributes meeting minutes.
• Manages and coordinates special projects and events as directed by the SVP of Operations.
• Supports and works collaboratively as needed with other Administrative Assistants. Support phone and desk coverage for assistants, receptionist,.
• Has a working knowledge of office equipment (i.e., copiers, postage machine etc.) and assists when issues arise.
• Types and formats correspondence and other documents from drafts self-created on behalf of and/or created by the SVP of Operations, proofreads letters and publications, processes and coordinates all aspects of communications from the SVP of Operations and the Department of Parks Planning and Projects to the Board, donors, prospects, and other constituents. Ensures that material is accurate.
• Drafts and assembles presentations using Power Point and other presentation software.
• Ensures all correspondence, contracts and other documents are filed appropriately; maintains project files (mostly electronic) for the SVP of Operations and the Department of Park Planning and Projects.
• Responsible for maintaining office standards and administrative best practices.
• Proactively manages calendars and addresses scheduling conflicts.
• Creates travel plans, arrangements, and itineraries.
• Assists with the preparation and proofing of financial information including budget forecasts, account statements and various excel files, as necessary.
• Tracks invoices and updates excel files used to compare budgets to actual expenses incurred. Codes, submits, and tracks invoices in accounting and finance software.

Position Qualification Requirements

• Associate degree or equivalent experience.
• Preferably at least 3 years of experience.
• Knowledge and proficiency in the use of Microsoft Outlook & Office suite (Word, Excel, Access, PowerPoint, Teams, SharePoint), Zoom and other virtual meeting platforms required.
• Proficiency in launching virtual meetings on FPF meeting room AV systems
• Ability to learn and use ClickShare and similar digitized information projection software.
• Knowledge and proficiency in or ability to learn the invoice and purchase order processing modules of Yooz and Sage/Intaact desired.
• Knowledge of and proficiency in reporting and credit card balancing.
• Ability to problem solve and interact with all levels of staff, volunteers, donors, committee members, board members and the public as well as vendors/contractors.
• Ability to successfully prioritize and manage multiple tasks simultaneously while maintaining a high level of accuracy.
• Ability to draft original content on behalf of the SVP of Operations and evaluate and edit the content, structure, and format of a range of communications drafted by the SVP of Operations.
• Scheduling flexibility that allows working occasional weekends and evenings as required.

Physical/Visual Activities or Demands

• Frequentlyworksindoors in an office environment with the ability to sit at a desk for prolonged periods of time.
• Occasionallyworks outdoors, traversing uneven terrain across theParkwith the ability to stand for prolonged periods of time, sometimes in unpleasant weather conditions (heat, cold, rain, snow).
• Ability to flex working hours to accommodate morning,eveningand weekend activities, as needed.
• Frequentlymovesmaterials, sometimes weighing up to 50 pounds, for a reasonable distance.

License(s)/Certification(s) Required

Valid driver’s license.

Benefits

Forest Park Forever offers a retirement plan, health, dental, life and disability insurance, vacation, and personal leave.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws.

Forest Park Forever is an equal opportunity employer and maintains a drug-free workplace in accordance with federal regulations.