Administrative Assistant Job at ROME GROUP in St. Louis

Overview

Administrative Assistant. Classification: Part-Time (30–32 hours per week). Compensation: $24.00 – $29.00 per hour, commensurate with experience. Reports To: CEO.

Position Summary

The Administrative Assistant is responsible for coordinating AAIR’s administrative operations while providing support for financial processes, reporting, compliance, and office management. This role plays a key part in ensuring the smooth operation of daily activities, while also assisting with systems building and organizational growth. We’re looking for someone who thrives in a dynamic environment, is highly organized, and is driven by solutions, results, and making lasting change.

About AAIR

Asthma is the #1 reason children are hospitalized and the #1 reason they miss school. Allergenes are the third most common chronic disease among children under 18. The Foundation for Asthma and Allergy Impact and Rescue (AAIR) has been a trusted resource for more than 40 years, delivering life-saving medications, education, and support to uninsured and underinsured children.

Our programs have grown tenfold in the last year, and we are seeking innovative, solution-oriented, and impact-driven individuals to help us continue this growth.

Key Responsibilities

• Administrative Support
  • Respond to incoming calls and visitors, directing them appropriately.
  • Maintain inventory of supplies and equipment for daily office operations.
  • Draft and send correspondence; manage inbound and outbound mail.
  • Organize and maintain digital and physical files.
  • Coordinate and execute Board correspondence.
  • Maintain the organization calendar, including grant reporting deadlines and vendor contract milestones.
  • Track key due dates and provide weekly status updates.
• Finance Assistance
  • Support financial processes, including budgeting, forecasting, and cash flow tracking.
  • Assist in preparing and reviewing financial reports.
  • Help ensure adherence to Generally Accepted Accounting Principles (GAAP).
  • Support payroll, tax preparation, and compliance tasks as needed.
  • Assist with grant-related financial reporting and compliance (foundation, corporate, and government grants).
• Additional Duties
  • Perform other related tasks as assigned by the CEO.
  • Support event and program logistics as needed.

Ideal Skills & Attributes

• Remains calm and focused under multiple competing priorities.
• Is motivated by solutions, not just recognition.
• Communicates effectively with exceptional written and verbal skills.
• Builds strong relationships across all levels of the organization and with external partners.
• Has proficiency with Microsoft Office Suite, Google Suite, and finance-related software.
• Excels at multitasking, organization, and time management.
• Understands nonprofit processes and funding sources (preferred but not required).
• Is solution-oriented, action-driven, and eager to make a lasting community impact.

Education & Experience

• Bachelor’s degree in business administration, finance, or related field preferred (experience may be substituted).
• At least 2–3 years of administrative, finance, or office management experience.
• Nonprofit experience a plus.
• Strong track record in organization, scheduling, and document management.

Benefits & Culture

• Flexible scheduling and remote work options.
• Generous PTO.
• Commitment to professional development.
• Energetic, fun, and mission-driven work environment.

Important Note

If you need a position where all systems are already in place and every answer is easy, this is not the role for you. If you’re passionate about building systems, solving big, complex challenges, and making a measurable difference, we want to hear from you.

To Apply

Email your resume to jcaward@weareaair.org with the subject line: Administrative Assistant Opportunity. In your email, briefly describe your experience and why you’re excited to help build and grow AAIR’s impact.