Executive Assistant & Facilities Coordinator

Interface Systems; St. Louis (MO); On-site; USD 45,000 - 65,000; Full time

Job summary

Interface Systems is seeking a Corporate Assistant & Facilities Coordinator to support executives, staff, visitors, and vendors onsite in St. Louis.

This role manages front desk operations, facilities, calendar coordination, travel arrangements, and assists with strategic initiatives across departments. The ideal candidate is professional, organized, proactive, and capable of juggling multiple priorities in a fast-paced environment.

Qualifications

• 3+ years of experience in executive support, office administration, reception, or project coordination.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to prioritize multiple projects and deadlines while maintaining attention to detail.

Responsibilities

• Serve as the primary point of contact for visitors, clients, vendors, and employees, creating a welcoming and professional experience.
• Manage reception area operations, including visitor check-in procedures, office security protocols, and meeting room coordination.
• Answer, screen, and direct incoming calls and inquiries.
• Support senior leaders with calendar management, meeting scheduling, travel arrangements, and expense reporting as needed.
• Coordinate team meetings, including logistics, catering, and room setup.
• Assist department leaders with key organizational projects and strategic initiatives.
• Coordinate project schedules, timelines, deliverables, and communications.
• Partner with Human Resources, Finance, Operations, IT, and other departments to support business priorities.
• Manage office supplies, vendor relationships, and facility-related requests.
• Coordinate company events, employee meetings, training sessions, and recognition activities.
• Support onboarding logistics for new employees, including workspace preparation and coordination with internal teams.
• Manage and oversee all Certificates of insurance
• Demonstrate professionalism, discretion, and sound judgment in all interactions.
• Act as a resource and problem-solver for employees and visitors.
• Handle incoming and outgoing mail and distribute to appropriate departments in a timely manner

Skills

Executive support experience

Office administration

Communication skills

Microsoft Office proficiency

Time management

Tools

Microsoft Office

Job description

Interface Systems is seeking a Corporate Assistant & Facilities Coordinator to support executives, staff, visitors, and vendors onsite in St. Louis.

This role manages front desk operations, facilities, calendar coordination, travel arrangements, and assists with strategic initiatives across departments. The ideal candidate is professional, organized, proactive, and capable of juggling multiple priorities in a fast-paced environment.