Executive Assistant

Overview

Are you an experienced Executive Assistant with considerable Event Planning experience? Consider joining the MX Holdings family as an Executive 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.

Essential Duties and Responsibilities
:

Administrative

• Calendar management:
  Scheduling meetings, appointments, and special events
• Email and communication management:
  Handling and prioritizing incoming emails, drafting responses on leadership’s behalf.
• Travel arrangements for leadership and guests:
  Booking flights - corporate jet and commercial, accommodations, and transportation for business trips, conferences, and other travel needs.
• Meeting preparation:
  Preparing meeting agendas, gathering relevant documents and materials, and distributing them to attendees before meetings.
• Document preparation:
  Creating and editing various business documents, presentations, reports, and other materials as needed.
• Research:
  Conducting research on various topics for projects, events, meeting etc.
• Confidentiality and discretion:
  Handling sensitive and confidential information with the utmost care and always maintaining a high level of confidentiality.
• Project coordination:
  Assisting in the coordination and tracking of projects, deadlines, and deliverables across different teams and departments.
• Expense management:
  Managing and reconciling expense reports and ensuring adherence to company policies.
• Preparing customer and executive visits - first impressions; schedule; food; etc.
• Preparing routine data reports for business management and communication across the company - printed and electronic.
  • Document/filing management: manage internal filing system (electronic and hard files) as needed.
  • Should be a notary public or willing to become certified.
• Leverages AI tools to optimize workflows and drive daily productivity.
• Perform various other duties as requested.

Event Coordination

• Assign and receive tasks Project Management tools such as Monday or Asana.
• Lead and manage projects that are assigned for events and meetings.
• Assist with logistics coordination including venue selection, catering, audiovisual equipment, transportation, accommodations, and decorations.
• Liaise with vendors, suppliers and other event partners to secure services and resources necessary for event execution.
• Maintain event calendars, managing RSVP lists, preparing event materials, and providing consistent clear communication with stakeholders, vendors, and attendees.
• Provides on-site support during events, assisting with setup, registration, guest assistance, and other operational tasks as needed. Serve as a point of contact for vendors, clients, and attendees to address any inquiries or issues that may arise.
• Assist in managing event budgets, tracking expenses, and reconciling invoices to ensure expenditures stay within budget constraints.
• Communicate regularly with internal teams, clients, and vendors to ensure alignment on event details, timelines, and expectations.
• Maintain accurate records and documentation…