Human Resources and Personnel

Executive Admin


Accounting Career Consultants

Executive Admin Saint Louis, MO

Job Reference: JOB-26151

Job Description:

The Administrative Assistant provides direct support to the day-to-day activities for the Executive Team.  This support includes but is not limited to: managing daily workload preparations, serving as liaison with trustees and Plan Professionals on behalf of Administrators (Board), coordinating with direct reports and third-party resources, handling and preserving highly confidential and critical business information, and managing special projects.


  • Fulfill all responsibilities with high degree of professionalism, courtesy, patience, proactivity, warmth, enthusiasm, self-driven motivation, and thoroughness.
  • Organize and manage flow of information in/out of Administrators’ office.
  • Handle highly confidential information.
  • Ensure quality and accuracy of communications from Administrators’ office, both written and verbal.
  • Manage Executive Team calendars: plan 3, 6, 12 months, manage current day’s activities, schedule meetings, reserve planning time, assist in prioritizing meeting requests.
  • Maintain organized filing / e-filing system of critical business records and day-to-day materials.
  • Evaluate current processes and procedures to increase automation and efficiency on an ongoing basis.
  • Provide excellent customer service and assist with problem resolution to sensitive situations.
  • Act as host to Administrators’ meeting guests.
  • Coordinate Executive Team travel itineraries
  • Coordinate all aspects of planning and communication for the Board, including a minimum of four regularly scheduled board meetings and four investment managers meetings each year as well as special board meeting as needed.
  • Coordinate special projects as requested.
  • Work as a team member with other managers and their departments. Maintain a favorable working relationship with all other company employees to foster and promote a cooperative and harmonious working climate conducive to maximizing employee morale and productivity.




  • Problem Solving – uses sound judgment when screening information, acting independently, and deferring to the Executive Team.
  • Planning/Organizing – strong aptitude to organize and prioritize work and use time efficiently.

o             Planning: an ability to think ahead for Executive Team and plan over a 3-to-12-month time span.

o             Management: the ability to organize and manage multiple priorities simultaneously and manage interruptions. 

o             Self-starter: self-directed with attention to detail and good organizational skills.

  • Interpersonal Skills – maintains confidentiality, remains open to others’ ideas, and exhibits willingness to try new things. Works well with management, peers, and staff, demonstrating a high degree of emotional intelligence.

Excellent Communication Skills:

  • Verbal – speaks professionally and pleasantly in positive or negative situations.
  • Written – edits work for spelling, grammar, and standard letter format; can read and interpret written information.
  • Quality Control – demonstrates accuracy and thoroughness and monitors own work to ensure quality.
  • Adaptability – adapts to changes in the work environment, manages competing demands and can deal with frequent changes, delays or unexpected events.
  • Dependability – is consistently at work and on time, follows instructions, responds to direction and solicits feedback to improve performance.
  • Confidentiality – maintain strict confidentiality of member and employee information and discrete business operations.
  • Computer Proficiency – especially Microsoft Outlook Calendar, Word and Excel, Adobe Professional and ability to learn new technologies. Others preferred: Microsoft OneNote and SnagIt.
  • Work Hours – maintain a five-day per week schedule, preferably 8 a.m. to 4:30 p.m. Must be willing to work in excess of 40 hours per week as needed.


Shani Poole
Account Executive

I look forward to assisting you with your search and assessing whether this role could be a good fit for you. Please apply for confidential consideration!

Tel: 314-292-7914 | Email:

Tagged as: Executive Admin