Description
The Executive Assistant serves as a trusted strategic partner to senior executives, providing high-level administrative, operational, and organizational support.
This role requires exceptional judgment, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant is responsible for helping drive operational efficiency, facilitating seamless communication, and supporting the successful execution of critical business activities and leadership priorities.
Key Responsibilities:
Executive Support & Calendar Management
- Manage complex and dynamic calendars, including scheduling meetings across multiple time zones and balancing competing priorities.
- Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and related logistics.
- Prioritize incoming requests and correspondence, exercising sound judgment in determining urgency and appropriate action.
- Anticipate executive needs and proactively resolve scheduling conflicts and operational challenges.
Meeting Planning & Preparation
- Coordinate leadership meetings, town halls, offsites, and other strategic events.
- Develop agendas, compile meeting materials, prepare presentations, and distribute pre-read content.
- Document meeting outcomes, decisions, and action items, ensuring timely follow-up and accountability.
- Manage logistics for board, executive, and senior leadership meetings as needed.
Business Operations & Coordination
- Serve as a primary point of contact for internal and external stakeholders.
- Facilitate communication between the executive, leadership teams, and business partners.
- Track key deliverables, deadlines, and commitments on behalf of the executive.
- Support the planning and execution of strategic initiatives and special projects.
Financial & Administrative Support
- Manage expense reports, invoices, purchase orders, and budget tracking activities.
- Coordinate vendor relationships and support contract and procurement processes as required.
- Ensure compliance with company policies related to travel, expenses, and records management.
Stakeholder Partnership
- Build strong relationships across the organization to facilitate collaboration and effective decision-making.
- Represent the executive professionally and positively in interactions with employees, customers, vendors, and external partners.
- Support leadership team coordination, including communications, meeting cadence, and organizational priorities.
Confidentiality & Judgement
- Handle highly sensitive and confidential information with discretion and professionalism.
- Exercise independent judgment in managing requests and escalating issues when appropriate.
- Maintain a high degree of integrity and trust while supporting executive-level decision making.
Qualifications:
Required Qualifications
- Bachelor's degree or equivalent work experience.
- 7+ years of executive administrative support experience, including support of senior executives (Vice President level and above).
- Demonstrated experience managing complex calendars, travel arrangements, and executive communications.
- Strong proficiency with Microsoft Office Suite, including Outlook, Teams, PowerPoint, Word, and Excel.
- Exceptional organizational, prioritization, and time management skills.
- Outstanding written and verbal communication abilities.
- Proven ability to work independently with minimal supervision while managing multiple priorities.
- This role will be located in the St Louis - Hybrid, 3 days a week.