Executive Administrative Assistant

Job Description

Executive Administrative Assistant

JOB SUMMARY

The Executive Administrative Assistant will provide high-level administrative support to executives within the organization. This individual will be responsible for managing schedules, coordinating meetings, handling confidential information, and assisting with various administrative tasks and special projects to ensure the smooth operation of the executive team.

The position reports directly to the leader of the company and provides a unique level of flexibility that is well-suited to an experienced professional who prefers to work primarily from their home office.

EDUCATION AND EXPERIENCE REQUIREMENTS

Bachelor's degree in Business Administration, Office Management, or related field preferred.

Proven experience as an executive administrative assistant or similar role, preferably in a corporate setting.

Proficiency in MS Office suite, with advanced knowledge of Word, Excel, and PowerPoint.

Strong organizational and time management skills, with the ability to prioritize tasks effectively.

Excellent communication and interpersonal abilities, with a professional demeanor.

Discretion and confidentiality when handling sensitive information.

POSITION REQUIREMENTS AND PREFERRED KNOWLEDGE, SKILLS AND ABILITIES

This role requires at least half-time availability (typically 2-4 hours/day totaling 10-20 hours/week) including checking in for critical communications several times/day - including after hours when needed.

The position can be located either on site or virtual anywhere within the Greater St. Louis Area, as long as they can be on-site for quarterly events and training needs (roughly 1-2 times a month). Our offices are located in Union, MO.

Demonstrated ability to maintain a high level of professionalism, able to make people feel comfortable quickly.

Demonstrated ability to handle a wide range of administrative tasks: email management (MS Outlook), heavy calendaring, managing meetings (live and remote), assisting with travel arrangements from time to time and compiling expense reports.

Ability to master a variety of online systems in use by the team, including (but not limited to) MS Office, Outlook, Slack, OneNote, Teams, Zoom and Survey Monkey.

Ability to maintain professionalism and confidentiality in all interactions and communications.

Demonstrates proactive problem-solving skills and resourcefulness.

Exhibits a positive attitude and willingness to assist others.

Ability to adapt to changing priorities and work effectively under pressure.

Ability to maintain strong attention to detail and accuracy in all tasks.

Ability to maintain consistent attendance, arriving on time and prepared for all shifts, meetings, and appointments.

ESSENTIAL RESPONSIBILITIES, EXPECTATIONS, AND BEHAVIORS include, but are not limited to, the following:

Manage executive calendars, including scheduling appointments, meetings, and travel arrangements.

Prepare and distribute correspondence, memos, reports, and presentations.

Screen and direct phone calls and distribute correspondence as needed.

Coordinate and plan company events, conferences, and executive retreats.

Assist with budget management, expense reports, and invoice processing.

Conduct research and compile data to support executive decision-making.

Maintain filing systems, both electronic and physical, ensuring accuracy and accessibility.

Collaborate with other administrative staff to support organizational initiatives.

Create power point decks and daily/weekly/monthly metrics reports.

Manage events: Initiating and executing small executive-level events: managing online invitations, tracking responses and content preparation, handling event site & catering logistics and completing post-event follow up.

Keep the team updated with progress on tasks, reconfirming appointments and being available for weekly scheduled check-in calls.

Take on ad hoc projects over time such as minor website updates, drafting and editing newsletters and other material, and maintaining our advisory council materials.

WORKING CONDITIONS

The working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. Variations of conditions may occur under certain circumstances.

Physical Demands:

While performing the duties of this job, the employee is regularly required to perform the following physical activities:

Sitting for extended periods

Typing and using computer equipment

Work Environment:

The Executive Administrative Assistant typically works in an office environment, supporting executives and collaborating with other administrative staff. The position may involve sitting for extended periods and may need to attend meetings or events outside of normal business hours.

WHO WE ARE

At Children's Factory, we create inspired spaces for imagination and learning. For over 40 years, we've been a leading manufacturer and distributor of high-quality products for child development centers, preschools, and elementary education.

Simply put- We provide GROWN UPS with the products and resources KIDS need to inspire imagination, build confidence, and develop lifelong learning skills. We do more than just make great products. We make a positive impact on the lives of the children and educators who use them.

Each and every member of our team plays a pivotal role in helping children all over the world thrive and discover their full potential. We are looking for problem solvers, difference makers, and challenge takers. People who share our passion for education, and who want to make a difference in the world.

Children's Factory is proud to be an Equal Opportunity Employer

Children's Factory is an Excelligence Company. Excelligence is an Equal Employment Opportunity (EEO) Employer. We are committed to providing equal employment opportunities to all employees, employment applicants and other covered persons without regard to unlawful considerations of race, color, religion or creed, gender, sex, pregnancy, gender identity or expression, sexual orientation, marital status, national origin or ancestry, ethnicity, citizenship status, genetic information, military or veteran status, age, physical or mental disability, or any other classification protected by applicable local, state, or federal laws.