Job Details





Executive Assistant and Events Coordinator

Job ID#:

984

Posted:

4/12/2024

Location:

St. Louis, MO

Job Category:

Administrative

Position Type:

Direct Hire/ Placements


Job Description

Overview: 
Are you an experienced Executive Assistant with considerable Event Planning experience? Consider joining the MX Holdings family as an Executive Assistant at our St. Louis, MO Westport location. As the Executive Assistant to the CEO and Executive Team, you will play a critical role in providing high-level administrative support to the leadership of the organization. This role demands exceptional organizational skills, confidentiality, and the ability to handle a wide range of administrative and executive support tasks. You will act as a key liaison between the ELT and internal/external stakeholders, ensuring smooth communication and efficient operations within the executive office. 
 
As the Events Coordinator you will assist in managing and developing internal and external corporate meetings, corporate events such as holiday parties and townhalls, customer events, trade shows, and community impact projects. You will act in collaboration with stakeholders and 3rd parties to understand event objectives, requirements, and preferences. 
 
Responsibilities between the Executive Assistant and Events Coordinator tasks will often vary depending on types of events, where we are in the events cycle and the needs of the executive team members. The breakdown is typically 60% events coordinating and 40% providing executive assistance.

  Executive Assistant Responsibilities: 
  • Calendar management: Scheduling meetings, appointments, and special events  
  • Email and communication management: Handling and prioritizing incoming emails, drafting responses on leadership's behalf. 
  • Travel arrangements for leadership and guests: Booking flights -corporate jet and commercial, accommodations, and transportation for business trips, conferences, and other travel needs. 
  • Meeting preparation: Preparing meeting agendas, gathering relevant documents and materials, and distributing them to attendees before meetings. 
  • Document preparation: Creating and editing various business documents, presentations, reports, and other materials as needed. 
  • Research: Conducting research on various topics for projects, events, meeting etc. 
  • Confidentiality and discretion: Handling sensitive and confidential information with the utmost care and maintaining a high level of confidentiality at all times.
  • Project coordination: Assisting in the coordination and tracking of projects, deadlines, and deliverables across different teams and departments. 
  • Expense management: Managing and reconciling expense reports and ensuring adherence to company policies.  
  • preparing customer and executive visits- first impressions; PPE; schedule; food; etc. 
  • Preparing routine data reports for business management and communication across the plant- printed and on monitors. 
 
Event Coordinator Responsibilities:
  • Assist with logistics coordination including, venue selection, catering, audiovisual equipment, transportation, accommodations, and decorations.
  • Liaise with vendors, suppliers and other event partners to secure services and resources necessary for event execution.
  • Maintain event calendars, managing RSVP lists, preparing event materials, and providing consistent clear communication with stakeholders, vendors, and attendees.
  • Provides on-site support during events, assisting with setup, registration, guest assistance, and other operational tasks as needed. Serve as a point of contact for vendors, clients, and attendees to address any inquiries or issues that may arise.
  • Assist in managing event budgets, tracking expenses, and reconciling invoices to ensure expenditures stay within budget constraints. 
  • Communicate regularly with internal teams, clients, and vendors to ensure alignment on event details, timelines, and expectations. 
  • Maintain accurate records and documentation related to event planning and execution, including contracts, permits, vendor agreements and post-event evaluations. Compile post-event reports for feedback, analysis and improvement. 
 

 
Job Requirements
 

Job Requirements:
Ideal Candidate Will Have: 
 
Education 
  • Bachelor's Degree or relevant work experience 
 
Experience 
  • 5 or more years administrative experience supporting executives 
 
Other required Knowledge, Skills, and Abilities 
  • Communication: Excellent verbal and written communication skills 
  • Organizational Skills: Strong organizational and multitasking abilities 
  • Technology Proficiency: Proficient in using office software 
  • Discretion: Ability to handle confidential information with integrity and discretion 
  • Proactivity: Proactive mindset with the ability to anticipate needs and act accordingly 
  • Problem-Solving: Strong problem-solving and decision-making skills 
  • Experience with calendar management and travel coordination 
  • Highly motivated, self-driven, and eager to learn and apply new skills 
  • Attentive to details and follows through on assigned tasks and commitments 
  • Flexible and driven to meet tight deadlines, handle multiple projects and prioritize them appropriately 
  • Must be able to pass pre-employment physical and drug screen 
  • Must be eligible to work in the United States, visa sponsorships are not available 




 

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