Purchasing Administrative Assistant - St Louis - job 1198081

Saint Louis Zoo

Date: 09/12/2021

City: St Louis, Missouri

Employment type: Full-time


High-level description:



The Saint Louis Zoo is seeking a full-time Administrative Assistant to support the Director of Procurement. The Administrative Assistant will work closely with the Director and the Finance/Facilities Management/ Architecture & Planning along with all divisions and on all Zoo campuses. The Purchasing/ Procurement team preforms in a fast-paced, team-focused atmosphere.



Job Responsibilities and Proficiencies:



  • Provide overall administrative support to the Director of Procurement, including e-mail and complex calendar management, meeting material preparation, email & phone correspondence, travel arrangements, and special projects as requested.

  • Meeting organization and management for meeting/ pre-bid & bid openings, workshops, interviews, conferences as well as the Zoo’s internal Diversity, Equity, Accessibility, and Inclusion (DEAI) Supplier Diversity Committee etc. Prepare all necessary logistics for multiple meetings throughout the year including preparing agendas, facilitating vendor and purchasing reports, taking minutes, distributing action items, arranging meeting rooms, travel and catering when applicable.

  • Work collaboratively in a fast-paced, team-oriented atmosphere. Must be positive, energetic, capable of working under pressure, and possess the ability to handle multiple tasks and work independently.

  • Prioritize multiple projects with varying completion dates effectively to ensure an efficient workflow.

  • Maintain a high level of detail and scrutiny, as well as strict confidentiality when necessary.

  • Perform various administrative duties, including maintaining office supplies, filing, and organization of physical and electronic documents, processing mail, vendor and purchase order record keeping, data entry and management plus other office duties as assigned.

  • Coordinate written materials produced in conjunction with procurement projects, events, meetings and other programming.

  • Demonstrate excellent communication skills, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take a large amount of information and summarize it quickly both in writing and orally on a regular basis. Must be able to track communication (and be very responsive) across multiple channels without losing any details. Those channels could include in-person meetings, virtual video calls, chats, text messages, and/or emails.

  • Light project management.

  • This position will interact regularly with internal and external stakeholders on behalf of the office; all other administrative responsibilities necessary to represent the office in an effective and organized manner; operational responsibilities to facilitate decision-making and smooth operation of the Purchasing department.


Qualifications/Requirements:



  • Exceptional analytical, communications and human relations skills required.

  • High school diploma or equivalent required, Bachelor’s degree preferred.

  • High-level proficiency in a variety of computer software applications, including word processing, spreadsheets, database and presentation software (Word, Excel, PowerPoint). High level proficiency in facilitating online and remote work (Zoom, Office 365, Microsoft Teams, Egnyte, SharePoint, Vendor Management software, Sage, eRequester etc.).

  • Must possess valid Missouri driver’s license with no restrictions to work in the United States

  • Experience: 2-5 years supporting Purchasing/ Procurement Executives is preferred.

  • The Saint Louis Zoo has three campuses and stakeholders that work throughout the metropolitan area. This position supports staff in multiple locations. Must be able to walk between buildings on the Zoo’s campus and drive to multiple locations when required. Must be able to lift and carry up to 25 pounds for 50 yards.

  • Coordinate conference, workshop, and learning session planning and execution as needed.

  • Coordinate written materials produced in conjunction with events, meetings and other programming.

  • This position is full-time, non-exempt.

  • Must be efficient, organized and self-motivated.

  • Must have a proactive approach to problem solving and ability to multi-task and work on multiple projects.

  • Working a few evening events and weekends may be required.

  • All successful candidates for this position will be required to submit a criminal background check and drug test.

  • The successful candidate will represent the Zoo’s core values of Community, Creativity, Openness, Integrity and Life-Work Balance

  • COVID vaccinations are required for this position.


Diversity Statement



The Saint Louis Zoo celebrates diversity in all forms. Just as we value the uniqueness of the animals in our care, we value the individuality of each person who comes to work, volunteer, learn and play at the Zoo. We also take our commitment to championing diversity beyond our campus, celebrating friendship with communities around the world that coexist with wildlife. We welcome everyone to be part of our Zoo community. By working together, we will continue to make our Zoo an inclusive place for all.





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