Overview
Administrative Coordinator (Convention Services) Jobs in Saint Louis, MO at Explore St. Louis
Position Information
Position Title
Executive Assistant
Status
Full Time
Job Summary
The Executive Assistant provides administrative and operational support to the Office of the General Counsel and work directly with the General Counsel (GC) to support all aspects of her daily work routine to include but not limited to the essential job duties listed.
The Executive Assistant will practice a collegial approach to assisting internal and external stakeholders successfully navigate matters handled by the OGC.
Essential Job Duties
Maintain the GC’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
Serve as a liaison between the GC, Tuskegee University administration, faculty, staff and the public. This includes receiving and screening the GC’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
Coordinate work with other OGC staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
Provide coordination, monitoring, and communication of projects and programs managed by the OGC and the President’s Office.
Assist in OGC activities and processes including project planning, intake, prioritization, initiation, execution, and training, as well as in fostering collaboration of key stakeholders.
Serve as a primary point of contact between the Office of the GC and external partners, including helping to coordinate the work of the different groups and providing administrative support for onsite meetings.
Assist the GC in the development of presentations and white papers for internal and external audiences.
Determine priority of matters of attention for the GC; redirect matters to staff to handle, or handle matters personally, as appropriate.
Keep the GC advised of time-sensitive and priority issues, ensuring appropriate followup.
Routinely perform a wide variety of support duties.
Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages. Sort and triage mail; maintain e-mail and other address directories.
Compose and prepare letters relating to routine correspondence for the GC’s signature. Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
Transcribe source material, prepare documents, reports, tables, and charts; distribute as appropriate.
Prepare, reconcile, and submit expense reports.
Maintain paper and electronic filing systems.
Maintain confidential and sensitive information.
Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
Qualifications (Education, Experience and Specialized Training)
Bachelor’s degree preferred.
Three to five years’ prior experience in supporting a senior executive or team.
Excellent computer skills, including the Microsoft Office Suite (Outlook, Word. PowerPoint, and Excel)
Exceptional writing, editing, and proofreading skills
Familiarity with CLIO or other legal office management software is a plus
Excellent organization and time-management skills
Physical Demands
Ability to operate standard office equipment
Ability to walk short distances
Ability to lift various materials up to 25 lbs and carry parcels, packages and other items
Ability to view a computer terminal
Able to bend, crouch and reach continuously
Able to remain standing up to 15% of the time
Skills and Attributes
Knowledge:
A detail-oriented self-start and state of Alabama laws and regulations related to grants and contracts.
Skills:
Congeniality
Strong litigation and/or significant complex administrative hearing experience.
Independent complex case management experience.
A team player capable of cultivating productive working relationships across the university.
Resourceful, can-do attitude.
Abilities:
Someone who exhibits sound judgment with the ability to prioritize and make decisions.
Energetic and eager to tackle new projects and ideas.
Comfortable interacting with high-level executives.
Thrives in a fast-paced environment.
Posting Detail Information
Posting Number
S808
Will this position required travel?
No
Will this position required night, weekend, and after hour work?
No
Will this positon be supported using grants or contract funding?
No
Number of Vacancies
1
Desired Start Date
Position End Date (if temporary)
Open Date
03/05/2025
Close Date
06/05/2025
Open Until Filled
No
Special Instructions Summary
Each applicant, including all current employees, must complete and submit the following documents:
Tuskegee University employment application
Cover Letter
Resume/CV
Recommendation letters
Copies of unofficial transcripts.
Please note that official transcripts(s) will be required upon hire
Quick Link for Internal Postings
https://tuskegee.peopleadmin.com/postings/2750
Title: Administrative Coordinator (Convention Services)
Company: Explore St. Louis
Location: Saint Louis, MO
