Executive Assistant

Job SummaryThe Executive Assistant will play a crucial role in supporting the CEO, COO, and members of the Executive Leadership Team. This role requires a high level of technical proficiency, organizational skill, and attention to detail to manage the day-to-day operations of the executive team. The Executive Assistant will be responsible for ensuring seamless coordination, communication, and project management across various departments. The ideal candidate will leverage advanced technical skills to enhance productivity and provide world-class support to our executive team.Job Responsibilities/Essential Functions/CompetenciesThe Executive Assistant will serve as a key partner to the leadership team, enhancing operational efficiency and supporting strategic initiatives. This role encompasses a blend of administrative, technical, and project management responsibilities aimed at enabling the executive team to achieve organizational goals.Executive administrative supportServe as the primary point of contact for executives, managing complex calendars, travel arrangements, and meeting logistics.Prepare and organize meeting materials, agendas, and presentations, ensuring executives are well-prepared and informed.Draft and edit correspondence, reports, and communications on behalf of the executive team.Project management and reportingCoordinate and manage special projects assigned by executives, tracking milestones and reporting progress.Collaborate with departments to gather data, prepare reports, and present insights that support executive decision-making.Maintain executive dashboards, ensuring data accuracy and relevance for organizational goals.Operational efficiency and process improvementIdentify and implement process improvements to enhance the efficiency of executive operations.Utilize and optimize technology tools to automate routine tasks, such as scheduling, document management, and data analysis.Maintain and organize digital files, records, and confidential information in a secure and accessible manner.Communication and coordinationFacilitate cross-departmental communication by organizing and coordinating executive and departmental meetings.Screen and prioritize incoming requests, inquiries, and phone calls, ensuring efficient flow of information.Coordinate with HR and other departments to support onboarding and other company initiatives as required.Data and technology utilizationAct as a technology expert, leveraging tools and software to maximize productivity and ensure data accuracy.Research and recommend technology solutions to improve workflows and administrative processes.Manage data entry, analysis, and presentation for executive reporting and strategic initiatives.Office Management DutiesHandle office supply management, including ordering and stocking beverages, snacks, and other essentials.Assist with the organization, setup, and cleanup of office events and parties.Coordinate with janitorial and handyman services to ensure regular maintenance and upkeep of the office environment.Expense and Travel ManagementArrange travel itineraries and accommodations for executives, ensuring a seamless experience.Process and review expense reports for accuracy and compliance with company policies.Perform additional duties, as assigned.Skills necessary to be successful in this role include the following:Core Functional / Technical SkillsRequirement Manages Complexity Effectively handles complex situations by analyzing multiple aspects and developing appropriate solutions. Plans and Aligns Skillfully organizes tasks and resources to achieve objectives, ensuring alignment with organizational goals.Communicates Effectively Conveys information clearly and persuasively, facilitating understanding and collaboration among stakeholders. Resourcefulness Demonstrates the ability to find quick and clever ways to overcome difficulties, utilizing available resources efficiently. Tech Savvy Proficient in leveraging technology to enhance productivity and streamline processes, staying updated with technological advancements. Interpersonal Savvy Builds and maintains effective relationships, adeptly navigating social and organizational dynamics to achieve positive outcomes.RequirementsExperience5+ years of experience in an Executive Assistant role supporting C-suite executives, preferably within the technology, VAR, or MSP industries.EducationBachelor's degree in Business Administration, Management, or a related field is preferred.Technical SkillsHigh proficiency in Microsoft Office and project management software; experience with data analysis tools is a plus.Attributes: Strong organizational skills, high attention to detail, proactive problem-solving abilities, and a commitment to maintaining confidentiality.Ideal Candidate Profile (Culture Index): Tech ExpertQualificationsEducationBachelor's degree in Business Administration, Management, Communications, or a related field preferred.ExperienceMinimum of 5 years of experience in an Executive Assistant or similar high-level administrative role, preferably supporting C-suite executives in a technology, VAR, or MSP environment.Technical SkillsProficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook) and experience with project management tools (e.g., Asana, Trello).Familiarity with data analysis and reporting tools, with the ability to manage executive dashboards.Comfortable with adopting and learning new technology solutions to enhance workflow and efficiency.Professional SkillsStrong written and verbal communication skills, with the ability to convey information professionally and clearly.Proven organizational and time-management skills, with the ability to handle multiple priorities, anticipate needs, and execute tasks efficiently.Excellent interpersonal and relationship-building skills, able to work effectively with executive leadership and external stakeholders.AttributesDetail-oriented with a high degree of accuracy in all tasks and communications.Ability to exercise discretion and maintain strict confidentiality.Demonstrated initiative and proactivity in supporting executive needs.Strong problem-solving and critical-thinking abilities to address complex tasks independently.Additional QualificationsIdeal Culture Index Profile: Tech Expert"”someone who leverages technology efficiently, is adaptable, and has strong analytical abilities to support data-driven decisions.Certifications: Administrative or Executive Assistant certifications (e.g., Certified Administrative Professional - CAP) are a plus but not required.Specialized Knowledge, Skills, and AbilitiesDemonstrated ability to work independently on routine assignments.Ability to demonstrate a work ethic consistent with company's Core Values.Working conditions (if needed)This role typically observes standard business hours with some flexibility. Occasional travel between our O'Fallon, IL, and St. Louis, MO locations may be required.Primarily an office-based role with extended computer usage.Physical RequirementsThis position requires minimal physical activity but does require computer usage for an extended period - up to 8 hours a day. No unusual environmental, lifting or exertion requirements are associated with this position.Direct reportsDoes this job have direct reports? No

Created: 2025-03-03