Office Admin & Executive Assistant

Position Summary

This role will oversee the day-to-day duties of office administration for the Saint Louis office. This includes space scheduling, phone coverage, office supply management, pantry management, vendor coordination, events support, printing and binding client presentations, invoice processing, and other tasks as assigned. This is a full-time, in-office position.

Responsibilities

Key Responsibilities:

• Greet and properly direct all clients and guests. Be responsive to client’s needs upon arrival
• Manage conference room and guest space calendars. The management of conference space requires detail-oriented correspondence with meeting organizers and other administrative staff
• Order, prepare, and clean up catering as necessary for client meetings.
• Prepare purchase orders for a variety of office supplies from multiple vendors. Keep accurate inventory of items needed
• Order, track, and confirm receipt of messenger services and other mailings
• Coordinate with administrative staff and premises department to maintain the appearance of the reception area, conference rooms, pantries, and restrooms
• Provide administrative support to guests including copying, scanning, faxing, drafting correspondence and assisting with travel arrangements as needed
• Complete special projects for management as needed.
• Provide administrative support to the Real Estate, Insurance Portfolio Management, and Insurance Strategy teams
• Manage team calendars and schedule team meetings (in-person or remote)
• Manage executive calendars and scheduling for the Heads of Real Estate, Insurance Portfolio Management, and Insurance Strategy
• Process travel and expenses for team Managing Directors and Senior Managing Directors
• Maintain team specific industry and trade association memberships and subscriptions services as directed by the team lead and approved per the appropriate corporate process
• Other tasks and special projects as approved by the Chief of Staff to the Chief Investment Officer
• Develop and maintain exceptional working relationships with internal teams and external stakeholders

Qualifications

Basic Qualifications

• Bachelor’s degree
• 1-3 years prior experience as an EA, Office Manager, or Support
• Proficient in Microsoft Office Suite and other relevant software
• Ability to handle sensitive and confidential information with discretion
• Exceptional organizational and time management skills
• Strong written and verbal communication skills

Preferred Qualifications

• Bachelor’s degree in business administration, management, or related field
• Familiarity with project management principles is a plus
• High level of integrity and dependability
• Ability to work independently and collaboratively in a fast-paced environment
• Flexibility and adaptability to changing priorities

We are not seeking agency assistance with this position