Executive Assistant

Location:
On-site, Hazelwood, MO (St. Louis) Manufacturing Environment

Reports To: CEO/President ( with support to Senior Leadership Team)

PFI InStore is seeking a highly professional, execution-driven Executive Assistant to provide direct support to the CEO and Senior Leadership Team. This role is critical to the smooth operation of the organization and requires a high level of discretion, ownership, responsiveness, and follow-through. The Executive Assistant operates with significant independence and is expected to fully own assigned responsibilities, proactively manage priorities, and support leadership without selective engagement.

This role interacts regularly with board members, customers, vendors, and employees across the organization and plays a key role in executive communications, governance support, and company-wide coordination. Experience in a fast-paced manufacturing or operational environment is strongly preferred.

Own and manage complex calendars for the CEO and Senior Leadership Team, including prioritization and conflict resolution

Facilitate weekly Leadership Team meetings, including agenda preparation, note-taking, action tracking, and timely distribution of meeting materials

Prepare meeting invitations, reserve conference rooms, and coordinate technology needs

Draft, edit, and distribute company-wide communications on behalf of leadership, ensuring clarity, consistency, and professionalism

Exercise sound judgment when handling sensitive, confidential, and time-critical information

Coordinate logistics and materials for Board of Directors meetings

Assist with the preparation of board presentations, documentation, and follow-up items

Maintain accurate and confidential records related to governance and executive activities

Provide administrative and coordination support for M&A activity, special initiatives, and executive-level projects

Track deadlines, deliverables, and follow-ups to ensure timely execution

Serve as primary liaison with building landlord and facility-related vendors

Coordinate customer visits and Mobile Showroom visits, including logistics and on-site support

Manage office supplies, distribute daily mail, and support overall office operations

Manage content displayed on facility monitors/TVs

Maintain accurate document retention systems with a focus on contracts and confidential records

Process and manage executive expense reporting with accuracy and timeliness

Serve as lead for company donations and charitable initiatives

Act as team lead for the Social Committee, supporting employee engagement activities

Demonstrates consistent follow-through and accountability on all assigned responsibilities

Maintains a professional, service-oriented demeanor with executives, employees, customers, and external partners

Adapts quickly to shifting priorities without resistance

Takes ownership of outcomes rather than waiting for direction

Communicates clearly, proactively, and with appropriate discretion

High School Diploma or equivalent required;
Associate’s or Bachelor’s degree preferred

5–7 years of prior Executive Assistant experience, supporting senior or executive leadership

Proven experience managing confidential information with discretion and professionalism

Excellent written and verbal communication skills, including drafting professional communications for broad audiences

Exceptional organizational and time-management skills with the ability to manage multiple priorities independently

Strong attention to detail and problem-solving ability

Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)

Ability to work effectively in a fast-paced, operationally driven environment

$73,000-$92,000 Negotiable based on experience