Administrative Assistant

Springline Advisory • St. Louis, MO

4d • Hybrid

About The Position

The Administrative Assistant in the Specialty Services department will assist in ensuring smooth departmental workflow, recordkeeping, project coordination, department communication, client communication, presentation preparation, and excellent customer service.

Requirements

• Associate of Arts degree in secretarial science or related field from an accredited college or business school and two years of administrative/secretarial experience; or graduation from high school or GED and four years of clerical/secretarial experience.
• Ability to travel 12-15 times per month to Montgomery and Warren counties.
• Proficient in Microsoft applications including Word, Excel, Outlook and PowerPoint; knowledge of operation of standard office equipment.
• Mastery of spelling and grammar.
• Integrity and the ability to maintain a high level of confidentiality.
• Ability to proactively anticipate needs.
• Eager to learn.
• Strong self-starter who is comfortable working both independently and as a member of a team.
• Ability to prioritize and work effectively with a high volume of workload and meet deadlines.
• Communication skills - clear, concise writing and verbal skills.
• Organization skills; attention to detail and accuracy; flexibility; strong analytical skills.
• Excel at working autonomously and juggling multiple priorities.
• Strong customer service orientation and professional appearance.
• Must be able to interact and communicate with individuals at all levels in the firm and a variety of personalities in a professional manner.

Nice To Haves

• Experience supporting multiple department heads is preferred.

Responsibilities

• Provide administrative support to ensure efficient operation of the department
• Responsible for onboarding new clients and inputting new clients and projects into operating systems.
• Monitoring mail and mail systems to identify and respond to client inquiries.
• Use computer word processing, spreadsheets and other software tools to produce and distribute correspondence memos, letters, reports, forms and other documents.
• Preparing and tracking client engagement letters, proofreading, and editing client letters, performing mail merges, ensuring formatting is by firm standards
• Create presentations in PowerPoint for various projects and internal purposes.
• Travel arrangements (booking flights, rental cars, hotels; providing a detailed itinerary with directions to each destination; confirming client/prospect meetings and hearings along with location and times; organizing receipts, processing and invoicing expenses to the client).
• Maintain partner calendars (proactively assisting in meeting preparation both internally and externally, assisting in keeping on schedule).
• Order catering and scheduling team events.
• Assist with accounts receivable issues and prepare/compile supporting documentation.
• Organize and facilitate weekly or monthly meetings within the department.
• Proactive in identifying opportunities to support the department.

Benefits

• Flexible Work Environment: This opportunity is hybrid. This flexibility allows you to balance your work and personal life while contributing to an exciting vision and team.
• Dynamic and Innovative Work: An opportunity to play a critical role within a rapidly growing firm with a supportive and collaborative culture.
• Growth Opportunities: A dynamic and supportive environment where your contributions will directly impact the firm’s growth and success and share in the rewards.
• Collaborative Culture: A team-oriented culture that values innovation, entrepreneurial spirit, and growth mindset.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree