Explore St. Louis is seeking a highly skilled, efficient and professional Executive Assistant to provide comprehensive administrative and organizational support to our President, executive management team and Board Members. Your daily responsibilities will include preparation of statistical reports, conducting research, managing calendars and handling information requests. The Executive Assistant will maintain official company records and execute administrative policies directly related to company operations. This position requires a high level of integrity, professionalism, and initiative. A demonstrated ability to work independently, think analytically and make independent decisions is necessary.

QUALIFICATIONS:

• Experience: Minimum of 5 to 7 years of experience in an executive administrative support role, preferably in the hospitality industry.
• Education: Bachelor’s degree in business administration or a related field is preferred.

SKILLS:

• Strong written and verbal communication skills.
• Exceptional time management and interpersonal skills with an analytical mindset.
• Advanced administrative + organizational abilities and high attention to detail with strong proofreading capabilities.
• Proficiency in office management practices and procedures.
• Administrative business acumen with proven ability to effectively prioritize multiple projects and meet deadlines in a fast-paced, high-pressure environment.
• High level of computer literacy, including proficiency in Microsoft Office (Word, Excel, PowerPoint) and other software applications.
• 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.

• Experience in event planning and coordination is beneficial.
• 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.

Our ideal candidate will be a proactive and detail-oriented professional with outstanding communication skills, along with the ability to simultaneously manage a variety of tasks in a fast-paced corporate environment. This role requires a high level of discretion, professionalism, and the capacity to anticipate the needs of executive leadership while ensuring the seamless execution of day-to-day responsibilities. The scope of this position requires external contact with Board Commissioners, hotel partners, and hospitality industry stakeholders.
If you are a highly organized and motivated professional with excellent administrative skills and the ability to thrive in a fast-paced environment, we encourage you to apply for this challenging and rewarding role. You will contribute to a dynamic team in the St. Louis hospitality industry. Explore St. Louis offers a competitive salary with a robust benefit package including medical, dental, vision, life and disability insurance as well as pension, paid holidays and PTO. Apply on our Explore St. Louis Jobs URL, or email a resume and cover letter to jobs@explorestlouis.com . Please include your cover letter and resume when applying online. NO PHONE CALLS! EOE.

KEY RESPONSIBILITIES:

• Executive Support: 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.
• Communication Liaison: 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.
• Meeting Preparation: 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.
• Board Governance: Assist 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.
• Project Management: 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.
• Document Management: 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.
• Compliance: Ensure compliance with state regulations and legal standards. Maintain an in-depth understanding of the organization’s structure and operations.
• Travel & Expense Coordination: Arrange detailed travel itineraries and manage expense reports for the President, ensuring accuracy and timeliness.
• Event Planning: Plan and execute corporate functions to include logistics for Board Meetings, leadership retreats, conferences, and other business meetings; ensuring all details are meticulously organized.

EXPLORE ST. LOUIS IS THE SALES AND MARKETING ORGANIZATION RESPONSIBLE FOR SELLING AND PROMOTING ST. LOUIS AS A CONVENTION, MEETING SITE, AND LEISURE TRAVEL DESTINATION. EXPLORE ST. LOUIS MANAGES AND OPERATES THE AMERICA’S CENTER COMPLEX WHICH INCLUDES THE CERVANTES CONVENTION CENTER, THE DOME AT AMERICA’S CENTER, THE FERRARA THEATRE, AND THE ST. LOUIS EXECUTIVE CONFERENCE CENTER.

Diversity, Equity & Inclusion Statement: Explore St. Louis values diversity and we are committed to creating an inclusive environment for all employees. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion, sex, pregnancy, age, national origin, physical or mental disability, past or present military service, marital status, gender identification or expression, medical condition or any other protected characteristic as established by law.
Job Type: Full-time
Pay: $60,000.00 - $70,000.00 per year

Benefits:

• Employee assistance program
• Flexible schedule
• Flexible spending account
• Life insurance
• Retirement plan

Schedule:

• 8 hour shift
• On call
• Weekends as needed

Work Location: In perso