Executive Assistant

3 weeks ago

St Louis Missouri, United States Swank Motion Pictures Full time
Position Summary

As an Executive Assistant specializing in Strategic Project Management, you will provide comprehensive support to two Co-Presidents along with other C-Level Executives. This role will play a crucial role in ensuring smooth execution of projects, coordinating activities, and facilitating communication between stakeholders. Daily responsibilities include a broad variety of operational responsibilities, but the primary function is to ensure executives are informed, organized, and prepared. This is an excellent opportunity to learn all of the facets of a unique business and contribute to the overall efficiency of the company. As a result, this position requires an individual with integrity, excellent organizational and communication skills, and the ability to represent the company with the highest level of professionalism.

This is a St. Louis, MO based position and is primarily in the office.

If this sounds like somewhere you want to work, don’t delay, - we’re looking for you

Responsibilities

Learn continuously about Swank’s markets, customers, and the value each division provides and use the knowledge to support the Presidents’ key initiatives and priorities.

Assist executives in planning, organizing, and executing strategic projects. Coordinate project activities, set timelines, and monitor progress to ensure adherence to project goals and deadlines.

Develop expertise in utilizing the Customer Relationship Management (CRM) software to provide comprehensive assistance to the Presidents. This includes effectively inputting meeting notes, delivering pertinent customer or market insights, and generating detailed reports.

Create and maintain project documentation, including project plans, status reports, meeting minutes, and action item trackers. Ensure accurate up-to-date information is available for project stakeholders, facilitating informed decision-making.

Thoroughly examine calendars to anticipate upcoming meetings, providing support in gathering relevant information beforehand, and documenting any necessary follow-up actions.

Undertake assigned special projects, which may involve tasks such as organizing visits from studio partners and managing company’s sporting tickets.

Assist in the planning of quarterly board meetings, encompassing tasks such as developing meeting materials/presentations and arranging catering logistics.

Supporting Presidents by managing phone communication, organizing travel arrangements, coordinating meetings, and contract maintenance.

Maintain confidentiality of sensitive information and handle it with discretion.

Other responsibilities may be assigned as the business needs change.

Requirements

5+ years of administrative experience preferred

Mastery of Microsoft Office applications including Excel©, Word©, PowerPoint©, and Outlook©

Proven experience in project coordination, preferably in a strategic capacity. Experience in supporting high-level executives or senior management is an asset.

Exceptional organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.

Strong Analytical and problem-solving skills. Ability to gather and interpret data, identify trends, and make informed decisions.

Demonstrated ability to work collaboratively in cross-functional teams and stakeholders at all levels of the organization

Bachelor’s Degree required

Benefits

We are pleased to offer:

Comprehensive compensation and healthcare packages, including medical, dental, vision, and life insurance products

401(K) plan with employer match

Competitive paid time off: vacation, personal time, holidays and winter break

Company sponsored volunteer & community outreach opportunities

Organizational growth potential through our company sponsored online learning platform

EOE, including disability/vets

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