Executive Administrative Assistant

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This range is provided by MX Holdings. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

$78,507.00/yr - $/yr

Annual Bonus

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Job Summary

Are you an experienced Executive Assistant with considerable Event Planning experience? Consider joining the MX Holdings family as an Executive Administrative Assistant at our St. Louis, MO Westport location. As the Executive Administrative Assistant to the CEO and Executive Team, you will play a critical role in providing high-level administrative support to the leadership of the organization. This role demands exceptional organizational skills, confidentiality, and the ability to handle a wide range of administrative and executive support tasks.

You will act as a key liaison between the ELT and internal/external stakeholders, ensuring smooth communication and efficient operations within the executive office.

The Executive Administrative Assistant helps manage events coordination. This will include assisting in managing and developing internal and external corporate meetings and corporate events. This may include events such as holiday parties, townhalls, customer events, trade shows, and community impact projects. You will act in collaboration with stakeholders and third parties to understand event objectives, requirements, and preferences.

Responsibilities between the Executive Assistant and Events Coordinator tasks will often vary depending on the types of events, where we are in the events cycle, and the needs of the executive team members. The breakdown is typically 60% events coordinating and 40% executive assistance.

Responsibilities of the Role

• Manages calendars which includes scheduling meetings, appointments, and special events.
• Manages emails and communications which includes monitoring and prioritizing incoming emails, drafting responses on leadership’s behalf.
• Makes travel arrangements for leadership and guests. This includes booking flights -corporate jet and commercial, accommodations, transportation for business trips, conferences, and other travel needs.
• Manages meeting preparation which includes preparing meeting agendas, gathering relevant documents and materials, and distributing them to attendees before meetings.
• Prepares documents by creating and editing various business documents, creating presentations, reports, and other materials as needed.
• Conducts research on various topics for projects, events, meetings etc.
• Uses confidentiality and discretion. Handles sensitive and confidential information with the utmost care and always maintains a high level of confidentiality.
• Coordinates projects by tracking the projects, deadlines, and deliverables across different teams and departments.
• Manages expenses by reconciling expense reports and ensuring adherence to company policies.
• Prepares customer and executive visits- first impressions; schedule; food; etc.
• Prepares routine data reports for business management and communication across the company- both printed and electronic.
• Manages proper document filing. Uses the internal filing system (electronic and hard files) as needed.
• Ideally the Executive Assistant is a notary public or willing to become certified.
• Performs various other duties as assigned or requested.

Event Coordinator Specific Responsibilities:

• Assigns and receives tasks with project management tools such as Monday or Asana.
• Leads and manages projects that are assigned for events and meetings.
• Assists with logistics coordination including venue selection, catering, audiovisual equipment, transportation, accommodations, and decorations.
• Liaises with vendors, suppliers and other event partners to secure services and resources necessary for event execution.
• Maintains event calendars, managing RSVP lists, preparing event materials, and…