Administrative Assistant

Location: Hazelwood, Missouri
Type: Contract
Compensation: $26/hour
Contractor Work Model: Onsite
Hours: 40.0 hours per week

Administrative Assistant

Overview

System One is working with a client seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative support to multiple leaders. This is a full-time, on-site role focused on calendar management, facilities coordination, travel and expense support, front office reception, and general office operations. The ideal candidate brings a strong customer-service mindset, exceptional multitasking abilities, and a “can-do” attitude.

Key Responsibilities

• Serve as a central liaison, primary point of contact, and trusted administrative partner for site leadership and teammates
• Provide exceptional customer service and maintain a positive, professional office presence
• Manage and maintain multiple Outlook calendars, including scheduling meetings and coordinating logistics
• Plan and support meetings, events, and conferences from start to finish, including room reservations (on-site and off-site), AV coordination, materials preparation, and logistics
• Provide backup administrative support to other administrative assistants as needed
• Prepare and submit expense reports for multiple leaders in a timely manner
• Deliver high-level administrative support to leaders within Defense and Engineering organizations
• Prioritize and manage workload with close attention to deadlines, best practices, and direction from the Manager of Executive Administration
• Demonstrate strong multitasking abilities and respond effectively to changing priorities
• Act as a critical thinker and thought partner to the Manager of Executive Administration and other administrative staff
• Coordinate travel arrangements and process travel and expenses through Concur
• Manage front office reception duties, including daily opening and closing
• Answer and route incoming phone calls; maintain office telephone directories and distribution lists
• Greet visitors and ensure all visitor check-in and security processes are completed
• Manage conference room scheduling and usage
• Sort and distribute incoming mail and packages; prepare outgoing mail, including FedEx/UPS shipments
• Maintain office supply inventory and place supply orders as needed
• Communicate facilities and maintenance issues to building management or corporate facilities teams
• Coordinate with Human Resources to maintain required employment posters and office-wide distributions
• Support HR with new hire onboarding coordination
• Manage visitor badges for internal team members and external visitors
• Coordinate third-party screening requirements
• Facilitate invoice processing and payments in collaboration with the Accounts Payable team
• Assist with food ordering for meetings and events, including occasional setup and cleanup
• Partner with the Manager of Executive Administration on team engagement and culture-building events

Minimum Education

• High school diploma or GED required
• Two to three (2–3) years of related administrative experience and/or training, or an equivalent combination of education and experience
• Aviation terminology or industry background is a plus

Minimum Experience & Qualifications

• 2–3 years of relevant administrative experience
• Fluency in English, both verbal and written
• Excellent verbal, written, and interpersonal communication skills
• Strong organizational and time-management skills
• Demonstrated ability to interact professionally with all levels of management
• Ability to adapt to changing schedules and work effectively in high-pressure environments
• Proficiency with Microsoft Office, including heavy Outlook calendar management
• Ability to work independently with minimal supervision

Physical Demands & Work Environment

While performing the duties of this role, the employee is regularly required to use hands and arms to handle materials and equipment and to communicate effectively. The role may require standing, walking, sitting, and lifting up to 10 pounds. Specific vision abilities include viewing computer monitors, technical documents, and reference materials. The work environment noise level is typically low to moderate.

System One, and its subsidiaries including Joulé and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

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Ref: #208-Rowland Tulsa