Senior Administrative Assistant

Donald Danforth Plant Science Center; Olivette (MO); Hybrid; USD 52,000 - 76,000; Full time

Job summary

The Donald Danforth Plant Science Center in Missouri seeks a Senior Administrative Assistant to provide advanced support to several Principal Investigators and their laboratories. This hybrid role requires on-site presence at least three days per week and includes mentorship of other administrative staff.

Responsibilities include managing calendars, coordinating domestic and international travel and visa processes, handling payroll proxies and expense reimbursements in SAP Concur, and assisting

Qualifications

• Provide advanced administrative support to multiple Principal Investigators (PIs) and their laboratories.
• Manage calendars and schedules for assigned PIs and laboratories.
• Coordinate payroll proxy duties and timekeeping actions.
• Assist with onboarding, postings, and interviewing for lab teams.
• Mentor and guide junior administrative staff.

Responsibilities

• Coordinate lab meetings, reserve room space, send invites and reminders, and schedule speakers.
• Greet visitors, manage incoming calls, and assist with guest logistics for meetings.
• Coordinate domestic and international travel arrangements, including visa processing and conference registrations.
• Create domestic and international shipments and handle related customs tasks when necessary.
• Assist with safety training coordination and onboarding of new staff in laboratories.

Skills

Calendar management

Travel coordination

Payroll proxy

Vendor liaison

Administrative leadership

Document management

MS Office

Education

High School diploma or equivalent

Associate degree

Bachelor’s degree preferred

Tools

SAP Concur

Microsoft Outlook

Google Docs

Google Calendar

Excel

Word

Job description

The Donald Danforth Plant Science Center has a full-time, non-exempt Senior Administrative Assistant position available. The position is hybrid, allowing for both in-office and remote work and requiring the individual to be on-site at least three (3) days per week. The Senior Administrative Assistant provides advanced administrative support to several scientific Principal Investigators (PI) and their respective laboratories. This position will also serve as a subject matter expert and mentor for other administrative assistants within the department.Responsibilities:Provide administrative support to several scientific Principal Investigators (PIs) and their laboratory teams, including more complex laboratoriesManage calendars and schedules as needed for assigned PIs and laboratoriesServe as a proxy in payroll by approving time off requests, punch changes, and time sheets and completing personal action forms (PAFs) for new hires, terminations, employee changes, and labor allocations related to assigned laboratoriesServe as a proxy for assigned PIs in SAP Concur to process corporate credit card and expense reimbursementsCoordinate lab meetings – reserve room space for meetings, send meeting invites and reminders, create meeting schedule, schedule speakers, etc.Greet visitors, manage incoming calls, and assist with guest logistics for meetingsCoordinate domestic and international travel arrangements, including conference registrations and visa process, while being a good steward of Center fundsCreate domestic and international shipments and associated tasks, including filling out customs forms, estimating duties, etc. when necessaryAssist with administrative tasks for lab members which may include assisting with room reservations, reimbursements, time sheets, and purchasingArrange housing and assist with visas for temporary / visiting scientists for assigned laboratoriesAssist with job postings for assigned laboratories through the applicant tracking system, including coordinating and tracking applicant screenings and interviewsAssist with onboarding new hires in assigned laboratories, including coordinating with safety department to ensure training is scheduled and completedMaintain and develop relationships through ongoing communication with internal and external stakeholdersManage and execute complex special projects as determined by management, which may include cross-departmental efforts or process improvement initiativesServe as a subject matter expert and resource for other administrative assistants, providing guidance on procedures, systems, and best practices, as well as writing and maintaining standard operating proceduresAssist in onboarding and training new administrative assistants to ensure consistency in processes, tools, and organizational standardsSupport continuous improvement of administrative workflows by recommending and implementing efficiency-enhancing solutionsOther duties as assignedRequired knowledge, skills, and abilities:The successful candidate will uphold and strengthen the Center’s core values of collaboration, innovation, integrity and respect, diversity and inclusion, stewardship, and environmental sustainability. They will demonstrate initiative, reliability, and sound judgment in handling sensitive information. In addition to outstanding organizational, analytical, communication, and interpersonal skills, the candidate will be able to effectively manage multiple complex priorities in a dynamic, team-oriented environment.Strong leadership and mentoring skills with the ability to support and guide peersExcellent attention to detail and problem-solving skillsAdvanced knowledge of administrative procedures, project coordination, and organizational systemsComfort with scientific terminology and ability to communicate effectively with scientists and external collaboratorsCommitment to continuous learning and process improvementProven experience supporting senior-level staff or complex projectsSolid computer knowledge with proficiency in MS Office Suite (Word, Outlook, PowerPoint, and Excel) and Outlook is required; experience with Google Docs and Google Calendar is preferredMust possess the ability to work independently and manage multiple, competing complex priorities, anticipate needs, and exercise discretion and professionalismStrong commitment to teamwork and fostering a positive, collaborative work environmentQualifications:High School diploma or equivalent required; associate or bachelor’s degree preferredMinimum 5-7 years of administrative experience, preferably in a scientific, academic, or research environmentSubmission:Cover letterResumeContact information for three (3) professional references