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- Reports to the Vice President of Human Resources for Central Region, the Regional President, and the Business Unit Leader of the St. Louis Market.
- Supports additional executives and personnel as assigned
- Interacts regularly with other region executives and corporate department heads
- Serves as contact for clients and their Executive Assistants
- Works with fellow Executive Assistants to effectively manage the administrative functions of the office and support philanthropic activities in St. Louis, MO. Key Responsibilities:
- Partner with executives and manage up to increase their effectiveness and efficiency
- Extensive high-level calendar and schedule management
- Schedule, plan and coordinate internal and external meetings, lunches/dinners, interviews, video conferences and conference calls
- Coordinate all travel and accommodations
- Coordinate and plan events including but not limited to conferences, seminars, large meetings, special events, fundraisers, golf tournaments, team builds, etc.
- Maintain contacts and manage client follow-up calls and meetings
- Project manage the administration of key executive initiatives to ensure that they are completed with high quality and within the deadline
- Compose and produce a variety of business correspondence, reports, confidential documents and/or forms
- Track, maintain and report on various data to support executives
- Prepare and process expense reports
- Review and process invoices and check requests
- Order break room and office supplies
- Provide front desk and switchboard coverage as required
- Perform basic administrative and support functions for office
- Other tasks and duties as assigned Qualifications:
- 7+ years of Executive Assistant experience in 500+ size company and at least 5 of those years supporting VP level or above
- Able to assist multiple executives with competing priorities and meet deadlines
- Forward-thinking and has an ability and willingness to anticipate needs/issues and be proactive
- Solution driven
- Due to the sensitive nature of this position, a demonstrated ability to maintain the highest levels of confidentiality, integrity and discretion is critical
- High proficiency in calendaring using Microsoft Outlook
- High proficiency with Word, Excel, Smartsheet, SharePoint, Teams, OneNote and PowerPoint programs
- Willingness to take on a variety of responsibilities for executives and work non-traditional hours as needed
- Willingness to partner with Executives to achieve a high-performing partnership and department
- Ability to partner with executives and the administrative team to meet the needs of the office
- Ability to compose non-routine correspondence on own initiative
- Event and meeting coordination experience
- Experience in working in a fast-paced environment with the ability to meet daily deadlines
- Strong attention to detail and solid follow through
- Ability to write and communicate effectively
Executive Assistant - St. Louis, United States - McCarthy Building
