We are in search of an Administrative Project Manager to coordinate the flow of information and communication among the Executive Office and senior leadership team of a highly coveted St. Louis based agency. The ideal candidate possesses sound judgment, tact, and discretion. There will be multiple contacts with high level clients. We are looking for a person that is capable of working independently and efficiently of executive on routine administrative matters.
Manage the timely and accurate set-up, coordination, scheduling and follow-up of daily work.
Proactively assessing the daily requirements to meet the needs of the company and clients.
Event planning. Manage logistics for all agency events and client events where needed.
Manage logistical needs for all meetings. Set up conference calls.
Keep data and tools current, specifically databases, intranet, client and agency contact information
Manage travel arrangements, logistics, and coordination.
Be accessible during off-hours as needed.
Manage and maintain and agency and client databases (including creating and coordinating client meetings and agency meetings and events
Coordinate schedules and associated details for Executive Team and Leadership Team Meetings and any other meetings as required
Special projects such as client contact follow up, transcribing meeting notes, scans, updating excel schedules or power point presentations as needed.
Maintaining tact and judgement in dealing with sensitive and confidential information.
Demonstrating professionalism and confidentiality through all work performed.
Amex purchasing and reconciliation
Provide administrative support to Business Services team
Front Desk Coverage
Special projects/other duties as assigned.
Five plus years of experience with project management.
Excellent planning, organizational, leadership and multi-tasking skills.
Ability to adapt in a fast-paced, ever changing environment.
Excellent prioritization skills and communication skills (written and verbal).
Team skills necessary to work effectively with other people in accomplishing agency/team goals.
Traits would include professional polish, quick learner, assertive, eager, takes initiative and extremely reliable.
Proficient Microsoft Excel, Word, PowerPoint and Outlook.
Basic understanding of CRM database tools such as HubSpot or Salesforce.