Administrative Assistant

Open Position: Administrative Assistant

Administrative Assistant

Grand Center Inc. (GCI) is a non-profit organization that creates the conditions for a thriving creative community in Grand Center Arts District, located in the heart of Midtown St. Louis. GCI focuses on community connections, District improvements, and the sustainability of our organization and the Grand Center Arts District.

Our work includes infrastructure improvements, managing security, activation of public space, district tours, collaborative district marketing, economic development, and convening arts partners to work together on larger, district-focused programs.

Job Purpose: The Administrative Assistant supports Grand Center Inc. and the team in day-to-day operations and organizational duties. This position serves as the primary point of contact for internal and external constituencies on matters pertaining to the organization’s operations.

This role reports directly to the Finance and Operations Director of Grand Center Inc.

Primary Duties and Responsibilities:

• Greet visitors and answer incoming calls; assist in answering questions about district amenities and connecting to other district resources.
• Coordinate and distribute office calendars, including in-office scheduling and vacations and events.
• Provide communication support to the Executive Director; assist with scheduling meetings and events, support calendar management, and send emails and other communications as directed.
• Manage Board and Committee communications and provide administrative support; schedule meetings, maintain meeting calendars, coordinate with directors and staff to obtain and distribute materials in a timely fashion, and maintain board records, both physical and electronic.
• Assist with meeting preparation, which includes printed materials, refreshments, technology, and room setup.
• Maintain the District Contact list.
• Schedule and coordinate office morale activities such as team events, birthdays, etc.
• Process incoming mail, opening and distributing to appropriate staff members in a timely manner.
• Handle incoming checks and donations, which includes scanning, saving to electronic filing, and emailing to Development Manager and Finance Director.
• Handle incoming bills, which includes scanning, saving to electronic filing, and emailing to the Finance Director.
• Monitor supply inventory and order or request materials as needed.
• Maintain and care for indoor and outdoor plants.
• Ongoing office organization, including supply closets, storage areas, and physical filing.
• Assist with electronic filing organization.

• Maintain tidiness of the conference room, kitchen, and other shared spaces.

General Staff Support:

• Assist the Community Engagement Manager with district activities and programs as needed.
• Assist the Development Manager with acknowledgment letters, membership fulfillment, and constituent mailings.
• Assist team with setup for meetings, programs, or events as available.
• Assist team with research tasks as assigned.
• Specific assignments in the district and surrounding areas to support projects.
• Assist with monitoring district conditions such as lighting, trash collection, street and sidewalks, and trees.
• Assist with monitoring conditions in Strauss Park.
• Provide additional communications support to GCI team as needed.
• Support GCI team in event support, including the annual gala, fundraising events, and other programming activities.

Qualified candidates must meet the following criteria:

• Bachelor’s degree preferred.
• At least two years of related work experience.
• Proficient in Microsoft Office Suite
• Ability to work collaboratively with all team members.
• Excellent organizational skills with the ability to prioritize and direct the flow of multiple projects and tasks simultaneously.
• Comfortable in a public-facing role interacting with a diverse group of staff, board members, district stakeholders, and visitors by e-mail, telephone, and in person.
• Ability to effectively align with and represent the organization’s mission and values.

Salary and Benefits: Full-time position. Salary commensurate with experience and qualifications.

Application Instructions: Please send resume and cover letter to hr@grandcenter.org.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be a complete list of all responsibilities, duties, and skills required. Grand Center is an Equal Opportunity Employer.