What are the responsibilities and job description for the Administrative Assistant position at MAPSYS INC.?
On Site- 5695 Campus Pkwy -Hazelwood, MO
Top 3
Proactive / Problem Solver / Can-do aatitude
Purpose of Position
The Administrative Assistant will be responsible for Calendar Management with multiple leaders; facilities support; travel & expenses; front office reception and general office duties. This is an on-site, full-time position.
Tasks and Responsibilities
- Serve as a central liaison, point of contact, and administrative support partner for site leadership and teammates
- “Can Do” attitude w/exceptional customer service skills
- Maintain and utilize Outlook calendars; schedule and organize meetings and conferences
- Support event and conference preparations, including materials, booking rooms or off-site locations, AV equipment and all meeting logistics from start to finish.
- Serve as backup support for the other administrative assistants as needed
- Expense reporting for multiple leaders.
- Exceptional, comprehensive administrative support to various leaders within Defense and Engineering
- Plan and manage workload with the highest regard for key priorities, deadlines and best practices delegated from the Manager of Executive Administration
- High skill set in multi-tasking, prioritizing requests and able to react in the moment
- Critical thinker and thought partner to Manager of Executive Administration and other administrative assistant(s)
- Travel and expense reporting through Concur in a timely manner
- Manage office reception area including daily opening and closing
- Answer phones and route calls to appropriate party, create and maintain office telephone directory and distribution lists
- Greet visitors, assure that visitor check in process is completed
- Help manage conference rooms
- Sort and deliver office mail and packages, prepare outgoing mail for pick up including FedEx/UPS
- Maintain office supply closet, order supplies as needed
- Communicate facilities issues to building management/corporate facilities as appropriate
- Coordinate with Human Resources to maintain employment posters and distributions for the office staff
- Support all new hire coordination with HR
- Manage visitor badges for internal teammates and external customers
- Third party screening
- Facilitate all invoices for payment w/the AP team
- Assist with ordering food for various leadership and team meetings (may include set-up / clean-up).
- Collaborate with Manager of Executive Administration for all team and culture building events
Minimum Experience
- High school diploma or Certificate of High School Equivalency (G.E.D.- demonstrated satisfactory performance in the General Educational Development Testing Program) with two to three (2-3) years related experience and/or training, or equivalent combination of education and experience.
- Aviation terminology/background, a plus.
- 2-3 years’ experience, knowledge, skills abilities
- Fluency in English, through both verbal and written communications; able to speak, understand, read and write
- Excellent verbal and written communication skills
- Excellent organizational skills
- Ability to interact with various levels of management in a professional manner
- Ability to adapt to changing schedules and high-pressure situations
- Microsoft Office experience with heavy calendar management
- Able to work unsupervised, as needed
Pay: $22.84 - $25.00 per hour
Work Location: In person
Salary : $23 - $25