Administrative Assistant

The Chamberlin Group is seeking an Administrative Assistant with a focus on support to ensure smooth daily operations. The Administrative Assistant will answer, screen, and forward incoming phone calls professionally. Manage calendars for Planners and Accountants by scheduling, rescheduling, and tracking canceled appointments. Conduct daily confirmation calls for the following day’s schedule to minimize no-shows. Execute critical fulfillment tasks, including the meticulous assembly and mailing of company books and appointment folders, maintaining a high level of accuracy and attention to detail. Oversee the overall order, cleanliness, and presentation of the main office space, kitchen, and meeting rooms, ensuring they are inspected regularly and kept client-ready at all times.  The Administrative Assistant will assist with special projects and maintain an organized and welcoming environment.

We are a small financial planning and tax services firm, located in St. Louis, Missouri and serving clients nationwide since 2002. With a people-first culture built on integrity, gratitude, and community, we focus on helping our clients retire better.

Key Responsibilities

• Greet and welcome guests, clients, and visitors with a warm, professional, and friendly demeanor. Determine reason for visit and connect them with their appointment.
• Answer, screen, and forward incoming phone calls professionally. Take messages and ensure they are passed on to the correct staff member in a timely manner.
• Provide excellent customer service to all callers and visitors, addressing inquiries and resolving issues professionally.
• Manage appointment calendars seamlessly, including scheduling, confirming, and rescheduling client meetings.
• Conduct daily outreach and confirmation calls to all clients scheduled for the following business day.
• Maintain an accurate tracking system for canceled or missed appointments, and conduct timely, professional follow-ups to get clients back on schedule.
• Prepare, assemble, and mail out company books, appointment folders, and other client-facing materials with strict adherence to accuracy and presentation standards.
• Proactively maintain the daily tidiness, organization, and professional appearance of the entire office environment.
• Regularly inspect and audit meeting rooms throughout the day to ensure they are clean, stocked, organized, and reset for the next scheduled meeting.
• Maintain the cleanliness, organization, and presentation of the kitchen area daily for clients and team members.
• Monitor inventory, manage the budget, and place regular orders for all kitchen supplies, including coffee, snacks, and paper products, ensuring the team is fully stocked.
• Assist with planning and preparations for a variety of special administrative projects and initiatives.
• Respond to internal and external inquiries.
• Provide backup for clerical projects or route phone calls.
• Perform other duties as required or assigned.

Education, Skills, and Experience

• High school or GED equivalent. Some college coursework is preferred.
• Proven work experience as a receptionist, scheduler, or office assistant in a professional office.

Work Hours and Location 

• Work hours are 8:30-5, Monday through Friday.
• Office is located at 12444 Powerscourt Dr, Ste 100, Saint Louis, MO 63131.

Compensation & Benefits

• $24/hour
• Medical, Dental, Vision, 15 Days of Vacation, 10 Days of Sick Leave, and 16 paid Holidays
• 401(k) with 3% company contribution (after 3 months)

Key Differentiators for The Chamberlin Group

• Small, friendly, and fun environment.
• Highly collaborative and supportive work environment.
• Outstanding office space/tech suite.
• Ongoing training/development.