Administrative Assistant

Stefanini Group • Saint Louis, MO

7d • Onsite

About The Position

Stefanini Group is hiring an Administrative Assistant to support a department in St. Louis, Missouri. The position manages daily office functions to help ensure efficient operations and provides administrative support across local sites, vendors, and regional and global teams. The role includes onboarding support, financial and contract administration, scheduling, travel and event logistics, record management, and serving as a communication contact for teams. The position is 100% onsite, with travel between nearby offices; reliable transportation and the ability to drive are required. The stated schedule is 8:00 AM to 5:30 PM, Monday through Friday, with a 30-minute lunch and 34 hours per week.

Requirements

• High school diploma or GED.
• At least two years of experience providing administrative support in a business environment, including travel scheduling, expense reporting, invoice processing, and event scheduling and planning.
• Strong technical, administrative, interpersonal, organizational, and communication skills.
• Excellent computer skills, including Microsoft Word, Excel, PowerPoint, and email.
• Ability to multitask, manage tight deadlines, attend to details, and follow up on tasks.
• Professional and mature demeanor with a strong team orientation.
• Strong customer focus, particularly when interacting by phone.
• Strong interpersonal skills and ability to work across functions and manage outside vendors.
• Experience using Outlook, SAP, and SharePoint.
• Ability to drive between offices and maintain reliable transportation.
• Able to work onsite.

Nice To Haves

• Associate degree or bachelor's degree in Business, Marketing, or a related field.
• Working knowledge of databases such as Microsoft Access.

Responsibilities

• Initiate actions independently, monitor progress, and follow assignments through to completion or resolution.
• Schedule appointments and maintain calendars.
• Oversee the onboarding process and support training.
• Schedule, coordinate, and facilitate meetings and MS Teams conferences.
• Organize and manage logistics for events and domestic and international travel.
• Monitor, reconcile, and assist with fiscal administration for local St. Louis sites and vendors.
• Interact with regional and global teams.
• Process and track invoices and payments for manufacturing, team, and site support.
• Establish and maintain effective working relationships and serve as a first point of contact for team communications.
• Procure supplies and manage physical resources, including purchasing card documentation and reconciliation.
• Use SAP reporting tools to provide requested data and information.
• Use Dakota, LMS, Outlook, Microsoft Office, SAP, and other software to update data and produce reports, presentations, documents, databases, journals, and correspondence.
• Establish, update, and maintain files and records in accordance with record-retention needs.
• Use discretion and maintain confidentiality when handling sensitive documents.
• Manage contract submissions and approvals, including tracking and resolution.
• Assist with group projects and provide backup administrative support for other groups when needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED