Executive Assistant & Facilities Coordinator (Onsite)

Interface Systems; Ascalon (MO); On-site; USD 50,000 - 62,000; Full time

Job summary

Interface Systems is seeking a Corporate Assistant & Facilities Coordinator to join our onsite team. You will welcome visitors, manage front desk operations, support senior leaders with calendars, travel, and expenses, and coordinate meetings and events across departments.

The ideal candidate has 3+ years in executive support or office administration, exceptional organization, and proficiency with Microsoft Office. This role is Monday–Friday, 8:00 AM–5:00 PM, onsite at our offices.

Qualifications

• 3+ years of experience in executive support or office administration.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.

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 and meeting room coordination.
• 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

Skills

Office administration

Calendar management

Communication

Education

3+ years of experience in executive support/office administration

Tools

Microsoft Outlook

Excel

PowerPoint

Teams

Job description

Interface Systems is seeking a Corporate Assistant & Facilities Coordinator to join our onsite team. You will welcome visitors, manage front desk operations, support senior leaders with calendars, travel, and expenses, and coordinate meetings and events across departments.

The ideal candidate has 3+ years in executive support or office administration, exceptional organization, and proficiency with Microsoft Office. This role is Monday–Friday, 8:00 AM–5:00 PM, onsite at our offices.