Administrative Services Manager

Job Title:                        Administrative Services Manager

Reports To:                    VP of Operations

Location:                        St. Louis, MO office; currently 3+2 hybrid schedule

Position Type:               Full Time

Travel Required:          None

Compensation:           Salary range $70,000 – $90,000. Benefits paid in full including generous employer-paid premiums for health, dental, vision, and disability insurance. Additional benefits include professional development assistance, tuition assistance, student loan repayment assistance, paid company holidays, paid time off, paid parental leave, and retirement plan with employer contribution.

Please apply via https://jsmf.hire.trakstar.com/jobs/fk0pwia?source=trg

About the James S. McDonnell Foundation

The James S. McDonnell Foundation (JSMF) is a St. Louis, Missouri-based private philanthropic institution established in 1950 by aerospace pioneer James S. McDonnell to “improve the quality of life.” The foundation has contributed to this aim by supporting the generation of new knowledge through research and scholarship, and by encouraging knowledge-based solutions to important societal issues, especially in the St. Louis region. The Foundation has supported scholarly pursuits in fields such as human cognition and complex systems in years past.

JSMF is shifting its global focus on behavioral and biomedical sciences research to improve shared prosperity and quality of life in the St. Louis region. The foundation has a legacy of data-driven innovation through rigorous inquiry, collaborative investment, and thoughtful risk-taking. Building upon this history, the foundation and its partners will work together to build a more prosperous and equitable St. Louis and enhance quality of life, especially for those facing the starkest disparities.

JSMF envisions a thriving St. Louis region where inclusive growth elevates shared prosperity and quality of life. Our mission is to invest in organizations and initiatives working to improve economic mobility for St. Louisans facing the starkest disparities. We believe inclusive growth is not only just, but vital for the overall prosperity of the region. Our work is focused in four areas that are deeply interconnected, mutually reinforcing, and offer a chance to collaboratively build great momentum for positive change. Focus areas include workforce –to increase opportunity for the region’s workforce and enhances workforce systems; Small and midsize businesses – to support small to midsize businesses to scale; Wealth building and protection – to support efforts to help individuals and communities build and protect wealth; Civic Infrastructure – to strengthen regional leadership capacity and civic infrastructure.

Job Summary

The Administrative Services Manager will provide general administrative support for staff (10 FTEs) and will manage external and internal events and activities for the office.

Key Responsibilities

• Office Related
  • Work directly with staff to support general administration for the office
  • Maintain staff calendars, including scheduling meetings and appointments
  • Draft, review, and send communications on behalf of staff
  • Organize and prepare for meetings, including gathering documents, manage meeting logistics, note taking, and meeting summaries
  • Coordinate staff travel arrangements and any reimbursement processing
  • Routinely perform a wide variety of support duties
  • Identify, fulfill, and maintain inventory of office supply needs
  • Maintain office files and records; implement an efficient system for staff utilization
  • Manage printing, mail/overnight packages, copying, and filing
  • Sort and deliver/distribute mail; maintain e-mail and other address directories
  • Prepare, reconcile, and submit expense reports for staff

• Meetings and Events Related
  • Plan and organize staff meetings and other internal events
  • Coordinate, schedule, and reschedule appointments for individuals or teams
  • Plan and organize approximately 12 external, local events annually
  • Consult with internal and external stakeholders to assess and understand their needs for the event; areas of discussion and consultation include staffing, meeting rooms, hospitality suites, hotel rooms, catering, signage, programs, music, and other requirements
  • Develop and maintain current lists of available venues and services with pricing options
  • Visit prospective locations and provide recommendations on the final selection
  • Negotiate contracts for services, dates, times, and spaces
  • Consult and coordinate with staff to plan and develop event schedule, topics, and featured speakers
  • Coordinate transportation and/or parking accommodations for guests, attendees, speakers, or other parties
  • Coordinate registration process for event participants (Eventbrite or similar systems)
  • Manage all administrative duties and details associated with the event including financial operations, distribution of promotional materials, and responding to inquiries

Other duties as assigned

Qualifications and Skills

• 4+ years of relevant experience in event planning or coordination and office management
• Excellent organization and time-management skills
• Extensive knowledge of office management procedures. Excellent computer skills and mastery of Microsoft Outlook, Word, PowerPoint, and Excel
• Exceptional writing, editing, proofreading, and verbal communication skills
• Pleasant personality and professional interpersonal skills for working effectively in a small office and interacting with a diverse set of internal and external stakeholders
• Bachelor’s degree preferred

Please apply via https://jsmf.hire.trakstar.com/jobs/fk0pwia?source=trg