Executive Assistant
Job in
Kansas City, Clay County, Missouri, 64155, USA
Listed on 2026-01-07
Listing for:
InstantServe LLC
Full Time
position Listed on 2026-01-07
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Virtual Assistant/ Remote Admin
Job Description & How to Apply Below
Location: Kansas City
Jobe
Title:
Executive Assistant
Location: KANSAS CITY MO
Pay Range: $76,000.00 to $84,000.00 per year
Job description:
Responsibilities:
- Manage and coordinate complex and efficient scheduling and calendars for executives
- Provide time efficient calendar for CEO, CFO and CTO with necessary details for travel and meetings. Meeting folders prepared for meetings. Ensure timely arrival at meetings.
- Answer and respond to phone calls, e-mail, etc. and communicate critical messages and information to executives in a timely, concise, and clear manner
- Screen and manage calls and visitors to executives, diverting to other staff as appropriate
- Draft, review, and distribute communications on behalf of executives as requested
- Organize and prepare for meetings, including drafting agendas, presentations, and other types of documents; we well as gathering relevant materials and arranging meeting logistics
- Record meeting minutes and provide clear and concise transcripts of Senior Management and Board of Directors meetings
- Arrange executive travel and logistics including accommodations, transportation, and meals
- Arrange Senior Management Team group travel, including accommodations, transportation, and meals
- As needed, arrange travel for visitors, including accommodations, transportation, and meals
- Maintain organized files ensuring quick turnaround on accessibility and deliverability of critical information
- Maintain strict confidentiality of all sensitive and business-critical information
- Serve as administrative liaison between MULTIVAC U.S. and German parent organization
- Maintain organizational directories etc. as requested.
- Manage birthday and anniversary cards for associates.
- Maintain open, effective, and courteous communication between CEO office, direct reports and other areas of Multivac. Maintain a good working relationship with all Senior Management Team.
- Assist in development and the final preparation of PowerPoint presentations
- Assist in development and the final preparation of communication documents
- Assist in development and preparation of data (Excel) for presentations
Must-Haves
- Experience working with c-level/executive team/senior leadership
- Administrative assistant or coordination experience, ideally juggling multiple priorities
- Solid written, verbal, and in-person communication
- Strong organizational skills
- Able to take instruction yet also work independently
- Experience taking minutes for high level meetings
- Previous experience handling sensitive and confidential information
- Advanced Microsoft skills: outlook, word, excel, power point
- Prior experience with fast growing, medium sized company
- Dental Insurance
- Medical Insurance
- Vision Insurance
- Life Insurance
- Retirement
- Paid Time off
- Decision makers have travel coming up- trying to make a decision this week, if possible*
- Intro call and screen (can sometimes be skipped)
- In-person meetings with CEO, CFO, CTO
- Potentially one more step, or decision made
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