Urban Strategies, Inc. is hiring: Administrative Assistant in Saint Louis

TITLE: Administrative Assistant

REPORTS TO: Operations Manager 

BACKGROUND:   

USI is a national nonprofit with extensive experience in the design and implementation of place-based human capital development strategies in

communities that are undergoing comprehensive physical revitalization.

Founded in 1978, USI is a leader in community development, supporting over 30,000 economically stressed families, approximately 100,000 individuals, in 53 communities in 28 major metropolitan areas. USI represents a movement towards a future where all children and families will be stable and thriving, supported by our unwavering dedication to being results-based, data-driven, and equity-centered.

JOB SUMMARY:

The Administrative Assistant will support the Project Manager and Operations Manager in ensuring efficient organizational operations. They will provide administrative assistance to Project Managers across the organization, creating, developing, improving, and strengthening administrative processes both internally and externally.

JOB RESPONSIBLTIES:  

• Serve as the first point of contact at the site.
• Manage multiple calendars and commitments for the organization's leadership.
• Communicate with external partners for calendar management.
• Assist in coordinating daily office operations.
• Coordinate internal administrative responses.
• Answer the main phone line and connect callers to appropriate parties.
• Handle office supply orders and manage office expense reconciliation.
• Perform data entry and coordinate mail and supply shipments.
• Create and maintain office supply inventory and corporate directory.
• File release forms, equipment warranties, and contracts.
• Develop and maintain relationships with vendors, evaluating their effectiveness.
• Coordinate all maintenance requests.
• Assist with community outreach efforts.
• Manage social media, marketing, and communications for internal and external use.
• Proficient in Microsoft applications including Excel, PowerPoint, and Word.
• Assist with event planning.
• Other duties as assigned.

QUALIFICATIONS: 

• High School Diploma required; Associate's Degree preferred.
• A minimum of 3-5 years of administrative experience.
• Experience in customer service, interpersonal, and communication roles.
• Ability to maintain and safeguard confidential information.
• Effective conflict management and resolution skills.
• Strong adaptive and technical skills.
• Ability to work in high-action, high-alignment environments across departments.
• Strong prioritization and organizational skills.
• Proficient in using data to measure performance.
• Experience managing multiple high-volume schedules/calendars for leaders.
• Excellent verbal and written communication skills.
• Ability to recognize and use both adaptive and technical solutions effectively.
• Collaborative skills to achieve desired results.
• Strong research skills and ability to adapt to changes.
• Excellent organizational skills and attention to detail.
• Effective time management in fast-paced environments.
• Ability to work with culturally diverse groups and be culturally sensitive.
• Independent work ethic with the ability to thrive in a team environment.
• Strong analytical and problem-solving skills.
• Awareness of personal technical and adaptive strengths and challenges.
• Commitment to pursuing equitable results.
• Discretion and good judgment.
• Ability to balance and prioritize self-care.
• Proficiency in Microsoft Office Tools.

Urban Strategies, Inc. is an Equal Employment Opportunity Employer.