Executive Office Administrator

United Way of Greater St. Louis
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Job Description

The Executive Office Administrator will provide comprehensive administrative support to the CEO and Job CAO. This role is essential in ensuring the smooth operation of the Executive office, managing board meetings, coordinating complex schedules, and assisting in the creation of executive presentations. The ideal candidate will be highly organized, detail-oriented, and possess excellent communication skills.   

General Responsibilities:   

  • Board Meeting Coordination: 

            - Schedule and organize board meetings, ensuring all logistical arrangements are made. 
            - Prepare and distribute meeting agendas, materials, and minutes in a timely manner. 
            - Act as the point of contact for board members, addressing inquiries and facilitating communication. 
 

  • Daily Meeting Management: 

            - Prioritize Exec level appointments and meetings based on urgency and importance. 
            - Coordinate travel arrangements and accommodations for executive personnel as needed. 
            - Ensure CEO and CAO are well-prepared for meetings by providing necessary documentation and briefings. 
 

  • Executive Presentations: 

            - Assist in the creation and design of executive presentations, reports, and other materials for internal and external stakeholders. 
            - Collaborate with various departments to gather data and insights for presentations. 
            - Ensure all presentations align with the company’s branding and messaging guidelines. 
 

  • Communication Liaison: 

            - Serve as a liaison between the Exec office and other departments and external partners. 
            - Draft and proofread correspondence, reports, and other documents to maintain professionalism and accuracy. 
 

  • Project Support: 

            - Assist with special projects and initiatives as directed by the CEO or executive team. 
            - Conduct research and compile information to support decision-making processes. 
 

  • Office Management: 

            - Maintain an organized and efficient office environment, ensuring that all supplies and resources are readily available. 
            - Implement and improve office procedures to enhance overall productivity. 
 

  • Confidentiality and Discretion: 

            - Handle sensitive information with the utmost confidentiality and discretion. 
            - Uphold company policies and procedures regarding data protection and privacy. 
 

  • Contributes to the overall success of the United Way by performing other essential duties and responsibilities as assigned. 

 
 KSA (Knowledge, Skills and Abilities): 
 

  • Minimum of  three years’ experience as an executive assistant or in a similar administrative role, preferably supporting C-suite executives.   

  • Bachelor’s degree in Business Administration, Management, or a related field preferred. 

  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. 

  • Exceptional organizational skills and attention to detail. 

  • Excellent verbal and written communication skills. 

  • Ability to multitask and prioritize effectively in a fast-paced environment. 

Contact Information