Executive Administrative Assistant

Altor Solutions•Chesterfield, MO

About The Position

The Executive Assistant provides high profile professional administrative support to the executive leadership team by possessing proactive, excellent organization and time management skills. Exercises excellent oral and written communication skills as point of contact/liaison for the executive office, utilizing effective business judgment and anticipating/resolving problems proactively. Demonstrates forward thinking under pressure and high level of attention to detail. Exhibits positive attitude, team player.?Maintains strong ethical standards and highest level of confidentiality and professionalism. Demonstrates original thinking and creativity; meets challenges; develops innovative approaches and ideas and presents them in a clear and effective manner.

Requirements

Strong fit with the members of the management team and the ability to work with all levels of employees within the organization.
Experience in effective and efficient multitasking, setting and shifting priorities, and adapting to change.
Outstanding character and personal values that are aligned with the company’s culture.
Ability to multi-task and manage an office routine with consistency; excellent organizational skills; can handle multiple and changing projects/tasks in a fast-paced environment with high attention to detail
Due to domestic and international travel of executives, flexible work hours are required
Ability to work with minimal direction - must be willing to take the initiative to solve problems and create efficiencies; knows when to ask questions and when to resolve on one’s own
Outstanding written and verbal communication skills with all levels of team members within the organization and professional phone skills
Demonstrated experience with office management.
Proficient in Outlook/Expense Systems/Webex/Excel/Word/Outlook/PowerPoint.
Exceptional Customer Service Skills.
Ability to handle projects and communications of a highly sensitive and confidential nature, where discretion and diplomacy are critical.
Ability to get along with wide range of people at all levels – a team player
Minimum of 5-7 years of senior leadership support / executive assistant experience.
High school diploma required; Associate degree in business from an accredited college or university or equivalent experience preferred.

Nice To Haves

HR certification a plus.

Responsibilities

Manage executive calendars and contacts as needed, keeping the current and accurate, balancing meeting times with scheduled work time; remain available for critical work-related concerns during non-working time
Receives and routes incoming calls as needed, arranges callbacks, and provides back-up materials for callbacks.
Receive and greet visitors in a professional manner directing them to the proper individual and assisting them with their needs.
Make travel arrangements (domestic and international) with attention to logistics and prepare subsequent expense reports to accounting
Manage travel vendor and monthly travel and provide monthly travel and expense reporting
Event Planning: ?Coordinates and manages meetings and events, anticipates project needs and budgets. Manages the administration and logistics of meetings both on-site and off-site.
Project Management: Assists with projects and assumes project-management responsibility where appropriate. Maintains follow up with executive leadership team members to ensure that action items are complete.
Relationship Management: Establishes and maintains relationships with executive leadership team, managers and their team members to foster positive interactions. Ensures team members are aware of team member movement, news, special occasions, recognition, and general announcements.
Create, consolidate and standardize PowerPoint presentations for Operating Board and Board of Director meetings, presentations/communications
Produces, edits, and distributes letters, memoranda, reports, presentations, and graphics using a variety of software products and ensures the relevancy, accuracy, and professionalism of all written materials.
Manages all information as sensitive and critical to the customer, employee and shareholder
Attends meetings as required and handles appropriate follow up
Reviews correspondence, prepares invoices, routine forms, etc. and routes documents for approval
Develops and maintains appropriate filing systems and documentation logs
Maintains office supplies and equipment and coordinates general office maintenance as needed