St. Louis Cardinals

Administrative Assistant Jobs at St. Louis Cardinals

Sample Administrative Assistant Job Description

Administrative Assistant

Summary of Responsibilities

The St. Louis Cardinals are seeking candidates for our Administrative Assistant position in the Communications department. This position will provide administrative support to the Vice President of Communications and the Communications Department, including answering the phone, handling department scheduling, budgeting, preparation of spreadsheets, financial reports and public relations support materials, production of daily/weekly reports, preparation of invoices and deposits for photography sales, oversee production of an employee newsletter, update department web site, route media information requests, coordinate ticket requests and handle other administrative duties as assigned.

Essential Functions of the Job

  • Perform daily coordination of calendar, meeting requests, phone support, ticket requests, expense reports and other projects for the department VP & Department
  • Create, maintain and update files, spreadsheets, schedules, presentations, etc.
  • Produce daily, weekly & monthly management and performance reports tracking department deliverables and communication activities
  • Maintain the master communication schedule of press releases, weekly social media posts, television segment interviews and other communication activities
  • Maintain the club's media contact information database and distribution lists
  • Manage accounts receivables/payables for photo & book sales
  • Create and update weekly and monthly revenue reports for review with department management and accounting department
  • Answer phone, open incoming mail, distribute outgoing mail; compose & edit correspondence.  Track & route media inquiries
  • Administer the Media FTP, Press Box Portal, H5 (central digital archive), intranet and the department's web site
  • Manage the department's ticket allotment inventory and assist with media, political, civic and other VIP ticket requests.  Perform other administrative tasks as assigned
  • Work with Communications Department staff and PR Communications Committee to oversee production of a front office newsletter
  • Manage accounts receivable for photography and book sales
  • Assist staff with updating various public relations documents such as fact sheets, biographies etc.
  • Handle small graphic design projects as assigned

Education and Experience Required

  • Associates degree or a comibination of education and years of experience
  • 5 to 7 years of administrative experience
  • Highly organized and able to multi task
  • Proficient in Microsoft Office applications including Word, Excel, Power Point and Outlook
  • Good communication skills, including basic writing and copy editing
  • Excellent customer service skills & work ethic

 Education and Experience Preferred 

  • Associates degree with 5+ years administrative assistant experience with at least 3 years supporting executives
  • Proficient secretarial skills necessary
  • Microsoft Office Expert, particularly with creating presentations and spreadsheets
  • Strong aptitude to learn computer software ideal & ability to do graphic design helpful
  • Excellent organizational skills, attention to detail and ability to multitask
  • Friendly, outgoing and task oriented.  Experience working with senior executives, civic leaders & elected officials ideal
  • Highly organized and meticulously thorough

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