Executive Support & Facilities Coordinator (Onsite)

Interface Security Systems LLC; St. Louis (MO); On-site; USD 42,000 - 66,000; Full time

Job summary

Interface Systems is seeking a Corporate Assistant & Facilities Coordinator to serve as the face of our office, delivering exceptional service to executives, staff, clients, and visitors. This 100% onsite role is Monday through Friday, 8:00 AM–5:00 PM.

You will manage front desk operations, coordinate meetings and events, support calendar and travel for senior leaders, and partner with HR, Finance, Operations, and IT to keep the business running smoothly.

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 touchpoint for visitors, clients, vendors, and employees.
• Manage reception area operations, including check-in procedures, security, and meeting room coordination.
• Answer, screen, and direct incoming calls and inquiries.
• Support senior leaders with calendar management, travel arrangements, and expense reporting.
• Coordinate team meetings, logistics, catering, and room setup.
• Assist department leaders with key organizational projects and strategic initiatives.
• Coordinate project schedules, timelines, deliverables, and communications.
• Partner with HR, 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

Organizational skills

Communication skills

Attention to detail

Tools

Microsoft Office Suite

Job description

Interface Systems is seeking a Corporate Assistant & Facilities Coordinator to serve as the face of our office, delivering exceptional service to executives, staff, clients, and visitors. This 100% onsite role is Monday through Friday, 8:00 AM–5:00 PM.

You will manage front desk operations, coordinate meetings and events, support calendar and travel for senior leaders, and partner with HR, Finance, Operations, and IT to keep the business running smoothly.