Administrative Assistant for Sales

Schaeffer Manufacturing

located in St. Louis City’s Soulard area, is looking for a Sales Administrative Assistant to join its growing team in our newly remodeled office.

Why Work Here?

• Work for a Family-Owned Company-Be a NAME not a number!
• We promote from within whenever possible.
• Competitive Benefits with up to 6% 401(k) Match!
• Schaeffer is the oldest Lubricant Manufacturer in the country-Founded in 1839

Summary

The Sales Administrative Assistant provides administrative support to the Sales Department leadership. This role helps ensure that sales communications, reporting, sales representative administration, and internal departmental processes are organized, accurate, and running efficiently.

The ideal candidate is highly detail-oriented, proactive, and able to manage multiple priorities in a fast-paced environment. This individual must demonstrate strong follow-through, initiative, and the ability to anticipate needs while maintaining a high level of professionalism and accuracy.

Key Responsibilities:

Administrative Support

• Provide administrative support to the Vice President of Sales and two Sales Directors, including coordinating meeting schedules and preparing meeting notes and related documentation.
• Provide limited and ad hoc administrative support to the CEO.
• Provide administrative support to Sales Events & Operations Manager, to include: Support for sales meetings, corporate-sponsored trainings, Summer Meetings, and the National Sales Convention, including preparing and compiling presentation materials.
• Prepare and distribute professional internal sales communications, presentations, and documents; to include emails and periodic sales newsletter.
• Perform administrative tasks related to the onboarding and offboarding of Sales Representatives, including system access setup, account updates, and coordination of separation processes.
• Order business cards for Home Office employees and Sales Representatives.
• Coordinate recognition items and special notices such as holiday gifts, executive holiday cards, and other company acknowledgements.

Data & Reporting Support

• Assist with maintaining spreadsheets and internal tracking documents.
• Enter and update information in internal systems and databases. (Outlook, RingCentral, Schaeffer Shop, etc.)
• Review data for accuracy and completeness before documents are distributed.
• Assist with compiling information used for weekly or monthly reporting.

Coordination & Follow-Up

• Help coordinate communication between sales leadership, internal departments, and sales representatives.
• Track and follow up on requests/actions to ensure tasks are completed on time.

Qualifications:

• Technical Skills: Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint)
• High school diploma required; Associate’s or Bachelor’s degree preferred
• 2+ years of administrative, office, or support experience preferred
• Proficiency in Adobe Acrobat
• Experience with NetSuite and Concur preferred
• Comfortable working with spreadsheets and internal systems
• Ability to maintain organized files and documentation

Physical Demands and Working Environment:

Perform job duties in an office environment. Ability to climb stairs and lift up to 20 pounds. Occasional out of normal hours support may be necessary in support of President Travel, schedule changes, and company events.

About Schaeffer Oil:

Founded in 1839, Schaeffer Manufacturing is North America’s oldest oil, grease, lubricant, fuel additive, crop enhancement and surfactant manufacturer. We exist to provide world-class product performance and durability for our customers while putting money back into their pockets.

Schaeffer Manufacturing provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetic identity or any other status protected by law.

Job Type:

Full-time

Pay:

$48,000.00 - $53,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off

Application Question(s):

• Please highlight aspects of your knowledge base for each of the following: Word, Excel, Outlook, PowerPoint, and Adobe Editor.

Education:

• Associate (Preferred)

Ability to Commute:

St. Louis, MO 63118 (Required)

Work Location:

In person