We are seeking a Executive Assistant for our client in the St. Louis, MO area.
St. Louis, MO Candidates ONLY, No Exceptions.
US Citizens or Green Card Holders ONLY!!
No C2C
No Third Party Agencies
Key Responsibilities
Administrative & Coordination
- Provide day-to-day administrative support to leaders and the broader team (calendar management, meeting scheduling, note-taking, follow-ups).
- Coordinate internal and external meetings, including agendas, materials, and logistics.
- Track key deadlines, deliverables, and recurring business routines; follow up with stakeholders to ensure completion.
- Maintain organized digital and physical filing systems for documents, contracts, and records.
Invoicing & Accounting Support
- Perform light invoicing tasks, including:
- Entering invoice data into systems/platforms.
- Matching invoices to purchase orders or contracts where applicable.
- Routing invoices for approval and tracking status.
- Assist with basic expense tracking, coding, and reconciliation in partnership with Finance.
- Support month-end or quarter-end administrative tasks (e.g., pulling reports, checking for missing invoices, validating simple totals).
Data Entry & Reporting
- Accurately enter and update data in spreadsheets, trackers, and internal systems.
- Regularly audit data for completeness, consistency, and accuracy.
- Generate, update, and distribute recurring reports or dashboards (e.g., status trackers, simple performance summaries) as requested.
Travel & Event Coordination
- Arrange domestic and occasional international travel (flights, hotels, ground transportation) in line with company policy and budget.
- Prepare detailed travel itineraries and support last-minute changes or issues as needed.
- Assist with planning small team events, workshops, and offsites, including venue research, logistics, and attendee coordination.
Skills & Qualifications
Required
- 5+ years of experience in an administrative, coordinator, or operations support role (or equivalent).
- Strong organization and time-management skills; able to handle multiple priorities and deadlines.
- High attention to detail, especially in data entry, documents, and numbers.
- Comfort with basic invoice processing, expense handling, or accounting support.
- Proficiency with:
- Microsoft Office / Google Workspace (Excel/Sheets, PowerPoint/Slides, Word/Docs).
- Basic data entry and tracking using spreadsheets and/or business systems.
- Excellent written and verbal communication skills; able to work professionally with internal and external partners.
- Ability to handle confidential information with discretion and professionalism.
Preferred
- Experience supporting invoicing, finance, legal, or procurement teams.
- Familiarity with contract management, e-signature tools, or document management systems.
- Experience in a fast-paced, matrixed corporate environment.
Key Competencies
- Detail-Oriented: Spots errors and gaps in data, documents, and processes.
- Reliable & Proactive: Anticipates needs, follows up without being asked, and closes loops.
- Collaborative: Works well with cross-functional teams (Finance, Legal, Operations, etc.).
- Problem Solver: Stays calm under pressure and finds practical solutions to day-to-day issues.
