Office Administrative Assistant

About the Role

This is a hands-on, clerical role responsible for front-desk and reception duties, office and kitchen upkeep, supplies and facilities coordination, new-hire setup logistics, and general administrative support across the firm. This position is based in St. Louis, Missouri, is fully in-office. As the primary point of contact for the day-to-day office environment, this role will have a wide range of responsibilities, including:

Responsibilities

• Reception & front-desk operations
• Serve as the first point of contact for the office – answer and direct calls to the general office line, greet and manage visitors, and handle front-door deliveries
• Coordinate meeting rooms and add guests to building security; manage office parking and visitor access
• Receive, sort, and distribute incoming mail; handle post office and shipping runs (mailers, tax forms, materials to portfolio companies, legal documents, etc.)

• Events & meeting coordination
• Coordinate in-office meals and dinner reservations for meetings hosted in St. Louis
• Help plan and coordinate firm events and periodic special projects (e.g., office gatherings, off-sites)

• General administrative support
• Provide day-to-day administrative support to the office and professional staff; troubleshoot administrative issues as they arise
• Perform scanning, electronic filing, and document retention as needed
• Prepare and process routine expense reports in Concur and payroll reimbursement forms, gathering and coding receipts for review and approval
• Perform various ad hoc tasks required to maintain the professional, high-caliber office environment

• Office environment & facilities
• Keep all areas of the office presentable and professional; maintain the kitchen daily (load/unload dishwasher, coffee machine upkeep, etc.)
• Order and restock office and kitchen supplies (paper, pens, notebooks, snacks, drinks, kitchen supplies, etc.) through vendors such as Costco and Amazon
• Coordinate service technicians and office-related vendors for building and facilities needs (HVAC, doors, cameras, coffee machine, window cleaning, etc.)

• New-hire setup & logistics
• Coordinate the logistical setup for new hires – laptop, cell phone, office badge, parking, building access, etc.
• Communicate directly with new hires on badge and equipment items prior to their start date

Qualifications

• High school diploma required; associate’s degree or some college a plus

Required Skills

• 2-5 years of administrative, office coordination, or front-desk experience, with a demonstrated track record of working independently and reliably
• Exceptionally organized, with the proven ability to manage many concurrent tasks and priorities without dropping details
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfortable learning office systems and tools (e.g., expense, badge/security, and ordering platforms)
• Reliable, punctual, and able to maintain a consistent in-office presence
• Able to perform the physical aspects of the role, including standing, moving about the office, and lifting/restocking supplies