Executive Administrator

Cushman & Wakefield Inc•Saint Louis, MO

50d•Onsite

About The Position

The Executive Administrator will be responsible for creating and maintaining a positive, efficient, and organized office environment. This role support market leadership by delivering a range of on-site facilities and workplace services, reception backup, organizing office events and ensuring a responsive, welcoming, and authentic experience to our clients, staff and visitors. The ideal candidate will be a friendly, detail-oriented, and resourceful individual who enjoys working in a fast-paced environment.

Requirements

High school diploma or equivalent; associate or bachelor's degree preferred.
Proven experience in an office coordinator, facilities coordinator, administrative assistant, or similar role.
Excellent communication and interpersonal skills.
Strong organizational and multitasking abilities.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Ability to work independently and as part of a team.
Positive attitude and a commitment to providing outstanding service.

Responsibilities

Plan and organize office events, meetings, and activities.
Coordinate catering and other logistics for office gatherings.
Assist with setting up and breaking down event spaces.
Assist new employees with onboarding processes and ensure they have the necessary office supplies and equipment.
Serve as a point of contact for employees regarding office-related questions and concerns.
Facilitate a positive office culture by promoting team-building activities and employee engagement initiatives.
Manage multiple conference room calendars and schedule meetings to optimize space utilization.
Assist with special projects and administrative tasks as needed, such as printing, binding books, editing documents, and more.
Maintain accurate records and files, both digital and physical.
Manage and process accounts payable, ensuring timely and accurate payment of office bills and invoices.
Act as the point person for IT support.
Assist leadership with email & calendar management.
Coordinate travel plans & expense reports for leadership.
Perform other administrative duties and special projects as assigned to support overall team operations and objectives.
Build and maintain relationships with office supply vendors and service providers.
Order and track office supplies, ensuring timely restocking.
Negotiate contracts and agreements with vendors to optimize costs and services.
Greet and assist visitors, clients, and employees with a warm and professional demeanor.
Answer and direct phone calls and emails to the appropriate personnel.
Manage incoming and outgoing mail and packages.
Coordinate visitor access with building security and manage necessary services to ensure a smooth and professional experience for guests.
Ensure the office is clean, organized, and well-stocked with supplies.
Coordinate with building management and maintenance services for any repairs or facility needs.
Monitor and maintain office equipment, such as printers and copiers.