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Senior Executive Support Specialist

2 months ago

St Louis, Missouri, United States H3 MANAGEMENT & CONSULTING LLC Full time
Job Overview

Position Summary

The Senior Executive Support Specialist will play a crucial role in maximizing the effectiveness of the CEO by ensuring meticulous attention to detail. This position entails providing comprehensive administrative assistance, including liaising with key client contacts and support personnel; managing a complex calendar, which includes coordinating travel logistics; and maintaining essential documentation, such as tracking action items. The ideal candidate will possess the ability to handle sensitive information with discretion, communicate effectively, and demonstrate sound judgment.

Key Responsibilities:

  • Deliver high-level, dedicated administrative assistance to the CEO, demonstrating professionalism and diplomacy. Additional support will be extended to key client leaders and their designated contacts.
  • Enhance operational efficiency by providing confidential executive administrative support while upholding the highest standards of confidentiality regarding all information.
  • Organize and prepare for meetings, including venue selection, agenda creation, and distribution of materials. Take minutes and ensure follow-up on action items.
  • Assist in project management by monitoring deadlines, updating progress, and coordinating with relevant team members.
  • Draft, review, and edit communications, reports, and presentations, ensuring all documents are securely stored and maintained.
  • Generate information and reports by collecting and analyzing data, transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Manage the executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel arrangements.
  • Coordinate and oversee logistics and calendars for meetings, conferences, and business events for the leadership team and designated staff, including itinerary development and planning, travel, accommodations, catering, entertainment, expense reports, and communication.
  • Process expense reports and monitor executive expenditures to ensure adherence to company policies.
  • Provide historical reference by developing and utilizing filing and retrieval systems.
  • Maintain inventory levels of office supplies; anticipate necessary supplies; evaluate new office products; place and expedite orders; verify receipts of supplies.
  • Assist with updating budgeting, invoicing, and billing processes.

Qualifications:

  • Bachelor's degree or a minimum of 5-7 years of experience supporting executives in the C-Suite.
  • Proven experience managing multiple assignments/projects and conflicting priorities under the pressure of tight deadlines in a fast-paced environment.
  • Ability to work independently and follow complex, multi-step procedures to complete tasks.
  • Strong communication and interpersonal skills, capable of fostering strong relationships with internal and external stakeholders.
  • Exceptional attention to detail.
  • Basic financial acumen.
  • High proficiency with Microsoft Office Suite (Word, PowerPoint, Excel, etc.), Microsoft Teams, Zoom, and various software applications.
  • Maintain confidentiality and exercise diplomacy as required.
  • Enjoy working collaboratively in a team environment and be comfortable assisting and standing in for peers as needed.
  • High degree of computer proficiency, as approximately 90% of this role's responsibilities require computer usage.
  • May require occasional last-minute travel support during evenings and weekends.

Reporting Structure:

  • Reports directly to the CEO of H3 Management and Consulting.
  • Includes direct interaction with key stakeholders within the client's executive team.