Administrative Assistant

Position Summary

This position will serve as the communication hub for Aquarium operations in a professional and courteous manner.  This role will also deliver a positive guest experience, by providing accurate information in the most efficient way possible .

Duties & Responsibilities

• Maintain the St. Louis Aquarium sales point inventory.
• Coordinate with the Marketing and other departments to ensure Will Call tickets are at the box office.
• Assist the management team with the procurement of supplies.
• Assist the Executive Director.
• Manage invoice approval process
• Manage access card programming; ensure blank access cards are stocked at all times
• Adhere to company policies and procedures.
• Answer all phone calls for both the St. Louis Aquarium and the St. Louis Wheel.
• Transfer calls as appropriate.
• Answer general questions in a timely and accurate manner, keeping guest relations as a top priority.
• Utilize web-based software to keep track of all incoming guest emails and respond in a timely manner.
• Maintain an inventory of office supplies and place replacement orders as needed.
• Serve as main point for in-house radio communications, including general staff inquiries and emergency response.
• Keep up-to-date with all new animals within the Aquarium.
• Distribute incoming US mail, delivery and courier packages. Place correct postage on outgoing US mail and have mail ready for pick-up by the designated time each day. Manage vendor relationships with other delivery and courier vendors.
• Create daily operations report to inform staff of projected attendance, events, and other happenings which would affect Aquarium operations.
• Assist staff members with preparation of materials that can be efficiently handled at the reception desk. May include database input as well.
• Work closely with all internal and external departments to foster an outstanding and seamless guest experience throughout Union Station.
• Be part of a team that motivates and inspires each other to perform at their very best, through respect and frequent communication.
• Assist in other departments as required .

Experience, Skills & Qualifications

• Previous experience in a customer, retail or guest services position preferred.
• Excellent verbal and communication skills required.
• Strong listening, presentation and decision-making skills.
• Ability to anticipate guests’ needs.
• Technically minded, with ability to learn web-based customer service software.
• Creative problem solver who thrives when presented with a challenge.
• Energetic and eager to tackle new projects and ideas.

Abilities

The individual must possess the following abilities to perform the essential functions of the job, with or without reasonable accommodation, using some or a combination of the abilities.

• Ability to sit for long periods of time.
• Ability to read, listen and communicate effectively in English, both verbally and in writing.
• Ability to access and accurately input information using a moderately complex computer system.
• Hearing and visual ability to observe and detect signs of emergency situations.
• Ability to lift and carry up to 30 pounds.