Executive Assistant to the President & CEO

Key Responsibilities

• Efficiently manage the President’s calendar, schedule meetings, coordinate appointments, review presentations + reports, and arrange complex travel logistics.
• Anticipate needs and take proactive measures to address them.
• Receive and respond to phone calls and emails for the President; acting as the primary liaison.
• Provide administrative support to various committees.
• Promote the corporate image by representing the President internally and externally; providing liaison between the President, key executives and employees.
• Serve as the primary point of contact between the President, Board Members, Executive Management team, and internal/external stakeholders; ensuring all written and verbal communications are handled with professionalism and accuracy.
• Organize agendas, presentations, and essential documentation for meetings; proofreading to ensure that all materials are complete and accurate in advance.
• Attend meetings, take detailed notes, and distribute minutes to relevant stakeholders.
• Aid in the preparation of materials for board meetings, including the collection and compilation of data, creation of reports, and managing meeting logistics.
• Take role call at Board meetings and document notes for minutes.
• Execute project management strategies. Lead special projects and initiatives from inception to completion, ensuring deadlines are met and results align with company objectives.
• Support special projects, create presentation materials, and reports + spreadsheets.
• Review contracts, assist with preparing and editing presentations, reports, and other documents as needed.
• Draft, edit, and manage confidential documents, reports, and correspondence with precision.
• Maintain the confidentiality of sensitive information and materials.
• Develop and maintain the physical and electronic filing system for department records.
• Ensure compliance with state regulations and legal standards.
• Arrange detailed travel itineraries and manage expense reports for the President, ensuring accuracy and timeliness.
• Plan and execute corporate functions to include logistics for Board Meetings, leadership retreats, conferences, and other business meetings; ensuring all details are meticulously organized.

Skills

• Strong written and verbal communication skills.
• Exceptional time management skills.
• Advanced administrative + organizational abilities and attention to detail.
• Administrative business acumen with proven ability to prioritize multiple projects and meet deadlines in a fast-paced, high-pressure environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with CRM software (i.e. SimpleView) is preferred.
• Experience with board governance and preparation of board materials for meetings.
• Demonstrated ability to maintain and handle confidential information with discretion and professionalism.
• Effective problem-solving and customer service skills with a commitment to excellence.
• Ability to work independently while also functioning as a collaborative team member.
• A professional attitude and comfort level in maintaining effective business relationships and engaging with senior executives, Board Members and stakeholders across all levels of the St. Louis hospitality community.
• Knowledge of the St. Louis hospitality industry is critical.
• Active Notary Public license or willingness to obtain certification upon hire is beneficial.
• Willingness and ability to work flexible hours as required, including evenings + weekends and holidays.