Administrative Assistant to the Chief of Staff

Scobis Millwork + Design

Scobis Millwork + Design is a growing millwork company with big, entrepreneurial goals—and we’re looking for an Administrative Assistant who can help us scale. This role provides direct support to the Chief of Staff and day-to-day support to the office team so projects, priorities, and communication stay organized and moving.

This position is a great fit for someone who is highly organized, communicates clearly, and takes ownership. We need a person who asks the questions necessary to fully understand, does not make assumptions, applies common sense, and looks ahead to anticipate what the team and business will need next.

KEY RESPONSIBILITIES:

Support the Chief of Staff

• Keep priorities organized: calendars, reminders, meeting logistics, and follow-ups
• Draft and polish internal/external communications (emails, notes, updates)
• Prepare agendas, take meeting notes, track action items, and drive completion
• Build and maintain trackers, checklists, and simple systems that keep work moving
• Ensure key information is accurate, current, and easy to access for leadership decisions

Support the office team (operations + administration)

• Organize and maintain digital files, shared folders, and key documents
• Handle mail distribution and general mail needs (incoming/outgoing, packages, scanning, tracking)
• Support general office duties (supplies, coordination, light vendor/admin support)
• Cross-train with the Office Manager to provide coverage, continuity, and process consistency
• Spot gaps or breakdowns in workflow/communication and propose practical fixes

Team culture + event coordination

• Help plan and coordinate team events, trainings, celebrations, and internal meetings
• Support logistics: scheduling, ordering, coordination, and clear communication to the team

Accounting / administrative support (QuickBooks a plus)

• Assist with invoice organization, expense/receipt tracking, and documentation
• Help keep records clean and consistent so leadership can make good decisions

Backup phone/office support (as needed)

• Provide backup support for phones/visitors when the primary coverage is unavailable
• Route messages appropriately and help ensure follow-up happens

Success Looks Like

• The Chief of Staff can focus on the highest priorities because you took initiative, handled details independently, and followed through
• You proactively create efficiencies (better tracking, clearer handoffs, cleaner documentation, fewer dropped balls) and implement them with minimal direction
• The office team has what they need, when they need it—because you anticipate needs and communicate clearly
• You ask clarifying questions early, confirm expectations, and avoid assumptions—resulting in fewer errors and faster execution

What We’re Looking For

• Strong written and verbal communication
• Excellent organization, attention to detail, and follow-through
• An entrepreneurial, roll-up-your-sleeves mindset—comfortable wearing multiple hats
• Ability to anticipate needs and prevent problems before they become urgent
• Comfortable asking questions and confirming expectations (no guessing)
• Professionalism and discretion with confidential information
• Availability to work on-site during standard hours (8:00 AM–5:00 PM) with occasional evenings/weekends as needed

Preferred Qualifications

• Experience supporting a Chief of Staff, Sales & Front Office team, or operations leaders
• QuickBooks experience or comfort with accounting basics
• Experience in a project-based environment (construction/trades/manufacturing) is a plus

Equal Opportunity Employer

Scobis Millwork + Design is an equal opportunity employer.

Location & Schedule

Location: Maryland Heights, MO (On-site) | Schedule: Monday–Friday 8:00 AM–5:00 PM; occasional evenings/weekends as needed for events and workload | Job Type: Full-time | Pay Range: $55,000–$65,000 annually (commensurate with experience)

Job Type

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Application Question(s):

• Why does this role fit you?
• Tell me an example of how you prevented a problem or improved a process.
• Please tell me your experience level with QuickBooks (if any).

Work Location

Work Location: In person