Operations Administrative Assistant: Calendar & Exec Support

Forest Park Forever Inc; St. Louis (MO); On-site; USD 36,000 - 48,000; 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 seeks an Administrative Assistant to support the SVP of Operations with strong communication and organizational skills. The role interfaces with internal teams and external constituents and reports to the SVP of Operations, coordinating with the Department of Parks Planning and Projects.

The candidate will handle scheduling, minutes, travel arrangements, budgeting support, and document preparation using MS Office. Occasional weekend/evening flexibility may be required.

Qualifications

• Requires Associate degree or equivalent experience.
• Preferably 3+ years of admin support.
• Proficient in Microsoft Office, Outlook, PowerPoint and Zoom.
• Ability to draft content and coordinate communications.

Responsibilities

• Provide admin support to the SVP of Operations and Director of Parks Planning.
• Schedule meetings and assemble information to prepare source documents.
• Record minutes and support special projects or community engagement.
• Manage and coordinate projects and events as directed by the SVP of Operations.
• Maintain calendars and travel plans; handle scheduling conflicts.
• Prepare and proof financial information and budgets; track invoices.

Skills

MS Outlook

Office Suite

PowerPoint

Communication

Calendar management

Travel coordination

Education

Associate degree or equivalent experience

Tools

Yooz

Sage/Intaact

ClickShare

AV systems

Zoom

Job description

• Location 5595 Grand Drive in Forest Park,Saint Louis, MO, 63112,United States
• Employee Type Non Exempt FT
• Required Degree 2 Year Degree

Contact information

• Name Human Resources

Description

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.

Requirements

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.

Summary

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, evening and weekend activities, as needed.
• Frequentlymovesmaterials, sometimes weighing up to 50 pounds, for a reasonable distance.

License(s)/Certification(s) Required: Valid driver’s license.

Forest Park Forever is an equal opportunity employer and offers a retirement plan, health, dental, life and disability insurance, vacation, and personal leave.

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