Executive Administrative Assistant

St. Louis, MO, USA|

Job Overview

Compensation

Hourly

Range $22.25 - $35.75

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional Development

flexible schedule

Equal opportunity employer

Job Description

McCormack Baron is a well-established company specializing in affordable housing and real estate management. Known for its commitment to community development and housing solutions, McCormack Baron plays a pivotal role in managing and improving housing assets and projects across various regions. The company emphasizes strong corporate values, professional growth, and making a positive impact on communities while delivering high-quality service to clients, partners, and residents. They operate in a dynamic, fast-paced environment where innovation and dedication to service excellence are valued and encouraged.

The open position is an administrative role that requires a skilled and proactive professional to act as a liaison between senior management, departments, outside organizations, and various stakeholders including clients, vendors, agency representatives, property managers, and residents. This role is crucial in supporting executives by coordinating meetings, communicating effectively, organizing logistical details, and preparing essential reports and documents. The successful candidate will demonstrate excellent communication skills, strong organizational abilities, and proficiency with a range of software including Microsoft Office Suite and Adobe products. This role involves multitasking, managing confidential information, and actively contributing to the continuous improvement of company processes. It provides an excellent opportunity for an individual who thrives in a collaborative, customer-facing environment and is motivated to support leadership in achieving company goals. The position also offers exposure to affordable housing programs and the chance to develop knowledge in this specialized field through internal training and independent study. McCormack Baron is an equal opportunity employer committed to merit-based hiring and fostering an inclusive workplace.

Job Requirements

High school diploma or GED plus continuing education in related field
proficient in Word, Excel, Outlook, PowerPoint and Visio
knowledge of Publisher and Adobe Pro DC and Illustrator
ability to use Yardi, Concur, SmartSheet, hCue and virtual meeting platforms or ability to learn quickly
must have excellent oral and written communication skills
ability to prioritize, coordinate and maintain follow-up on multiple projects simultaneously
ability to work independently, exercise good judgment and be resourceful
strong organization skills
ability to handle confidential information in a professional manner
customer service experience in hospitality or customer-facing industry
ability to manage disagreements with professionalism
willingness to improve work quality and company performance
must be able to sit, bend, stoop, or stand as required in office environment

Job Qualifications

Bachelor's or associate's degree preferred
proficient in Word, Excel, Outlook, PowerPoint and Visio with knowledge of Publisher and Adobe products specifically Adobe Pro DC and Illustrator
advanced ability in Microsoft Suite and Adobe preferred
familiarity with Yardi, Concur, SmartSheet, hCue, and virtual meeting platforms preferred or the ability to learn quickly
familiarity with affordable housing programs such as Public Housing, HUD programs, LIHTC preferred or the ability to learn
excellent oral and written communication skills
strong organizational skills
ability to prioritize, coordinate and follow-up on multiple projects simultaneously
ability to work independently and exercise good judgment
customer service experience in hospitality or customer-facing industry
ability to handle highly confidential information professionally
ability to manage disagreements professionally and cordially

Job Duties

Act as a liaison with other senior-level management, departments, and outside organizations
interact positively and professionally with clients, vendors, agency representatives, property managers, residents, and other corporate and organizational leadership
gather data and prepare reports for weekly, monthly, and bi-monthly submissions to various agencies and executives
identify problems in processes and propose plans for improving processes
coordinate, plan and set up executive meetings including ordering lunches, setting up equipment and running appropriate technology
actively engage and take initiative with executives and other leadership to determine needs, identify tasks, and set goals
answer phone calls, respond to initial call professionally, log the call, and direct to appropriate person
prioritize tasks based on assignment, deadline, and immediacy
maintain electronic files organized in accordance with company filing structure
edit and prepare formal agreements, presentations, and other documents
reconcile expense reports and invoice allocations
read, review and manage a large volume of emails
gather, sort, stamp and distribute mail
draft and edit memos and letters
prepare itineraries and handle travel arrangements including flights, hotels, and transportation
manage and organize logistics for internal and external functions including conferences, trainings, and receptions
work quickly, efficiently, and accurately to complete tasks
undertake special projects as assigned