Calaway Habeck Talent Consulting

Executive Office Assistant Job at Calaway Habeck Talent Consulting in St. Louis

Calaway Habeck Talent Consulting, St. Louis, MO, United States, 63146

Job Title: Executive & Office Assistant

Location: 7701 Forsyth Blvd Suite 700, St. Louis, MO 63105

Company: Compass Group Equity Partners

Workplace Type: Full-Time | In-Office

Executive Office Support
- Assist management by development and maintenance of a corporate calendar to manage priority deadlines and keep critical firm initiatives moving forward.
- Assist with developing standards/process for organizing paper/electronic documents, support efforts to track/compile data of interest, preparing reports or presentations, and facilitating meetings or conferences.
- Serve as office receptionist; greet customers/clients in a professional manner, assist with the scheduling/logistics for internal meetings, answer phones, emails and general inquiries, and handle incoming/outgoing mail services.
- Manage the ordering and stocking of office supplies. Schedule repairs to office equipment and/or building matters, coordinating with third party vendors or building management company.
- Assist with business travel arrangements, as needed, being mindful of schedules, costs, and negotiating vendor discounts.
- Outline and coordinate logistics for team events or company-wide meetings, ensuring successful execution.
- Coordinate activities of various clerical functions within the office. Update office procedures and research new methods and/or equipment to improve efficiency and workflow for entire team.
- Serve as liaison between the IT department/help desk and company-wide employees. Provide communication / notification of system updates, outages, or upcoming changes. Serve as the first point of contact for internal technical assistance.

Human Resources
- Assist with onboarding new hires. Ensure new hire paperwork is completed accurately and timely.
- Accurately maintain electronic and paper personnel files. Distribute HR forms and documents throughout the year in support of benefits enrollment, employee performance programs, and other employee-related programs.
- Assist with administration of intern program, including recruitment calendar/planning, onboarding and coordination of schedules.
- Assist with creation of employee handbook policies and procedures and ongoing edits to maintain compliance & best practice.
- Maintain master legal entity listing and assist with entity management filings and compliance.
- Assist in-house counsel with Docusign and other needs.
- Invoice receipt processing in Quickbooks; assistance with coding of transactions, including purchasing card activities.
- Administer employee expense reporting program, ensuring collection of receipts, assisting employees with coding and adherence to policies; ensure compliance with IRS requirements.
- Other light bookkeeping duties as needed with the potential to expand over time based on qualifications and interest.

Bachelors degree in Business Administration, Human Resources, Accounting, or equivalent experience in an office environment.
Strong professional and positive approach to interactions with team members and vendors alike.
A self-starter with the ability to work independently, as well as with others to achieve team goals.
Ability and enjoyment at juggling multiple tasks and priorities; strong time management skills.
Proactive communicator: willing to raise the flag when help is needed, asks before doing something if uncertain, strong written and verbal skills.
Strong business acumen.
Collaborate across various teams with the ability to positively impact office operations.
Excellent attention to detail; error-free execution, reporting, and analysis. Strong organizational skills.
Timeliness, dependable to be both prompt and courteous to all, reliable attendance.
Team player who is ready and willing to support changing needs.
Use sound judgment and discretion in handling all Company matters. Ability to handle confidential information.

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