Administrative Assistant

Stefanini Group•Saint Louis, MO

8d•Onsite

About The Position

Stefanini Group is hiring an Administrative Assistant to support a department in St. Louis, Missouri. The role manages daily office functions to help ensure efficient operations and supports onboarding and training. The position is 100% onsite, with a schedule of 8:00 AM to 5:30 PM, Monday through Friday, and a 30-minute lunch; the posting lists 34 hours per week. Travel between nearby offices is required, and employees must drive and have reliable transportation. The posting indicates 10% travel, including domestic and international travel arrangements as part of the role. The Administrative Assistant works with local sites and vendors as well as Regional and Global teams. Duties include calendar and meeting coordination, event and travel logistics, fiscal administration, invoice and payment tracking, purchasing-card reconciliation, procurement, record retention, and contract submission tracking. The role uses Outlook, Microsoft Office, SAP and other software to maintain data and records, prepare reports and documents, and handle sensitive information with discretion. It also serves as a communication point of contact and provides backup administrative support to other groups as needed.

Requirements

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

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

Independently initiate actions, monitor progress, and follow assignments through to completion or resolution.
Schedule appointments and maintain calendars.
Oversee the onboarding process and support onboarding and training.
Schedule, coordinate, and facilitate meetings and Microsoft Teams conferences.
Schedule and organize event logistics and domestic and international travel arrangements.
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; document and reconcile purchasing-card activity.
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.
Steward contract submission and approval processes, including tracking and resolution.
Assist with group projects and provide backup administrative support to other groups when needed.
Travel between nearby offices as required.