Administrative Assistant

Mills Properties•St. Louis, MO

9d•$50,000•Onsite

About The Position

The Administrative Assistant provides high-level administrative and operational support to the home office of Mills Properties. This role is responsible for managing day-to-day office operations, supporting accounting and operational processes, and producing accurate, well-organized reporting through advanced Excel tools. The ideal candidate is highly organized, detail-oriented, and comfortable supporting leadership through strong administrative execution and data management. This position sits on the Operations team and will be responsible to the Vice President of Operations, based out of our home office location in St. Louis, MO. Annual Salary: $50,000, based on experience

Requirements

4+ years of experience in office management, senior administrative support, or operations support roles
Advanced proficiency in Microsoft Excel (pivot tables, formulas, lookups, data organization)
Strong organizational, time management, and documentation skills
High attention to detail and ability to manage multiple priorities
Strong written and verbal communication skills

Nice To Haves

Experience in property management, real estate, or multi-location organizations
Familiarity with accounting processes and terminology
Experience working with property management or accounting software
Associate’s or Bachelor’s degree in Business, Accounting, or a related field

Responsibilities

Manage day-to-day home office operations to ensure a professional, organized, and efficient work environment
Oversee office vendors and services, including supplies, facilities coordination, IT support, mail, and records management
Maintain office procedures, administrative systems, and internal documentation
Coordinate calendars, meetings, travel, and company events as needed
Serve as an administrative support resource for leadership, operations and HR teams
Support onboarding and offboarding logistics in coordination with HR or Operations
Serve as the primary liaison between the office and building management, ensuring timely communication and resolution of facility-related matters
Provide administrative support to accounting functions including owner reporting
Prepare and maintain schedules, trackers, and supporting documentation for incident reporting
Develop and maintain Excel-based trackers, reports, and dashboards to support operations and financial visibility
Daily/Monthly Pulse Reporting and distribution
Monthly Lender Required Repair Tracking/Communications
Utilize advanced Excel functions (pivot tables, formulas, lookups) to organize, analyze, and present data
Compile and validate data from multiple systems for leadership reporting
Maintain data accuracy and consistency across spreadsheets and internal reports
Respond to ad hoc data and reporting requests from leadership
Support operational workflows across properties and departments
Assist with vendor documentation, contract tracking, and compliance files
Serve as a liaison between the home office and property-level teams for administrative needs
Identify opportunities to improve administrative processes and reporting efficiency
Work closely with leadership to support administrative priorities and special projects
Communicate clearly and professionally with internal teams and external partners
Maintain confidentiality of sensitive company and financial information