Executive Assistant

4 days ago

St Louis, Missouri, United States Altor Solutions Full time
Job Title: Executive Assistant

Job Summary

The Executive Assistant provides high-level administrative support to the executive leadership team, utilizing exceptional organizational and time management skills. This role requires excellent oral and written communication skills, as the Executive Assistant will serve as the primary point of contact for the executive office, utilizing effective business judgment and anticipating/resolving problems proactively.

Key Responsibilities

  • Manage executive calendars and contacts, ensuring accuracy and timeliness.
  • Receive and route incoming calls, arrange callbacks, and provide back-up materials for callbacks.
  • Receive and greet visitors in a professional manner, directing them to the proper individual and assisting with their needs.
  • Make travel arrangements (domestic and international) with attention to logistics and prepare subsequent expense reports to accounting.
  • Manage travel vendor and monthly travel and provide monthly travel and expense reporting.
  • Event Planning: Coordinate and manage meetings and events, anticipating project needs and budgets.
  • Project Management: Assist with projects and assume project-management responsibility where appropriate.
  • Relationship Management: Establish and maintain relationships with executive leadership team, managers, and their team members to foster positive interactions.
  • Create, consolidate, and standardize PowerPoint presentations for Operating Board and Board of Director meetings, presentations/communications.
  • Produce, edit, and distribute letters, memoranda, reports, presentations, and graphics using a variety of software products, ensuring the relevancy, accuracy, and professionalism of all written materials.
  • Manage all information as sensitive and critical to the customer, employee, and shareholder.
  • Attend meetings as required and handle appropriate follow-up.
  • Review correspondence, prepare invoices, routine forms, etc., and route documents for approval.
  • Develop and maintain appropriate filing systems and documentation logs.
  • Maintain office supplies and equipment and coordinate general office maintenance as needed.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Requirements

  • Strong fit with the members of the management team and the ability to work with all levels of employees within the organization.
  • Experience in effective and efficient multitasking, setting and shifting priorities, and adapting to change.
  • Outstanding character and personal values that are aligned with the company's culture.
  • Ability to multi-task and manage an office routine with consistency; excellent organizational skills; can handle multiple and changing projects/tasks in a fast-paced environment with high attention to detail.
  • Due to domestic and international travel of executives, flexible work hours are required.
  • Ability to work with minimal direction - must be willing to take the initiative to solve problems and create efficiencies; knows when to ask questions and when to resolve on one's own.
  • Outstanding written and verbal communication skills with all levels of team members within the organization and professional phone skills.
  • Demonstrated experience with office management.
  • Proficient in Outlook/Expense Systems/Webex/Excel/Word/Outlook/PowerPoint.
  • Exceptional Customer Service Skills.
  • Ability to handle projects and communications of a highly sensitive and confidential nature, where discretion and diplomacy are critical.
  • Ability to get along with a wide range of people at all levels – a team player.

Education Requirements/Work Experience

  • Minimum of 5-7 years of senior leadership support/executive assistant experience.
  • High school diploma required; Associate degree in business from an accredited college or university or equivalent experience preferred. HR certification a plus.

Competencies

  • Integrity: Behaves in an honest, fair, and ethical manner. Speaks openly and truthfully with team members and accepts responsibility for actions. Understands the importance of maintaining confidentiality and fosters an environment where integrity, honesty, and accountability flourish.
  • Teamwork: Capable of being approachable and easy to work with. Contributes to the success of the team, communicates clearly individually and in group settings while treating others with respect.
  • Accountability: Takes personal responsibility for the quality and timeliness of work and achieves results with little to minimal supervision.
  • Problem Resolution: Demonstrates the ability to effectively problem solve and set priorities while delivering results in a timely manner.
  • Communication: Creates an environment of open communication amongst team members while providing regular, consistent, and meaningful information.
  • Job Knowledge: Demonstrates relevant job knowledge and essential skills, such as work practices, policies, procedures, quality assurance, and technical abilities.
  • Continuous Improvement: Consistently finds ways to improve methods, processes, and/or procedures to improve quality of work and to maximize efficiency.
  • Initiative: Ability to assess and initiate things independently with limited supervision required.
  • Planning & Organizing: Manages resources to ensure work is completed timely and accurately.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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