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
System One, and its subsidiaries including Joulé, ALTA IT Services, CM Access, TPGS, and MOUNTAIN, LTD., are leaders in delivering workforce solutions and integrated services 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 full-time 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.
