Administrative Assistant / Administrative Associate

Administrative Assistant / Administrative Associate

Location: St. Louis, MO, 63122

Pay Rate: $28/hr
Job Type: 3 Months Contract to Hire

Shift: 8 AM to 5 PM (Monday to Friday) 
Travel: Approximately 10% between company office locations
Transportation: Reliable personal transportation is required.

Position Overview

We are seeking a detail-oriented and organized Administrative Assistant / Administrative Associate to support daily departmental operations across local St. Louis sites. This role is responsible for coordinating administrative activities, managing schedules and events, supporting employee onboarding, processing invoices, maintaining records, and communicating with internal teams and external vendors. The ideal candidate is professional, customer-focused, comfortable multitasking, and able to manage deadlines while maintaining accuracy and confidentiality.

Key Responsibilities

• Manage daily administrative and office operations to ensure the department runs efficiently.
• Schedule appointments, maintain calendars, and coordinate meetings and Microsoft Teams conferences.
• Organize and manage logistics for domestic and international travel, events, and department activities.
• Coordinate employee onboarding and training processes.
• Process, track, and reconcile invoices, payments, expenses, and vendor-related transactions.
• Support financial administration for local St. Louis sites and manufacturing operations.
• Manage purchasing card documentation, supply procurement, and office resources.
• Serve as a primary point of contact for internal teams, regional and global groups, and outside vendors.
• Use SAP reporting tools to gather information, update records, and prepare customized reports.
• Prepare presentations, documents, databases, correspondence, and other administrative materials.
• Maintain organized files and records, ensuring proper document retention and confidentiality.
• Coordinate contract submissions, approvals, tracking, and issue resolution.
• Assist with departmental projects and provide administrative backup support to other teams as needed.

Required Qualifications

• High school diploma or GED.
• Minimum of 2 years of administrative support experience in a professional business environment.
• Experience with travel coordination, expense reporting, invoice processing, and event scheduling or planning.
• Strong computer skills, including Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience using SAP and SharePoint.
• Strong communication, organization, interpersonal, and customer service skills.
• Ability to multitask, prioritize responsibilities, meet deadlines, and follow through on assignments.
• Professional and mature demeanor with a strong team-oriented approach.
• Ability to work effectively with different departments, regional and global teams, and outside vendors.
• Must have reliable transportation and be able to drive between company office locations approximately 2 miles apart.

Preferred Qualifications

• Associate or Bachelor's degree in Business, Marketing, or a related field.
• Working knowledge of Microsoft Access or other database applications.
• Experience with administrative systems such as Dakota and LMS.

Additional Information

• This is a 100% onsite position.
• No additional medical exams are required; a drug screening is required.
• Approximately 10% travel is required, specifically between nearby company office locations in the St. Louis area.
• Reliable transportation is mandatory.