Executive Administrative Assistant

Job Summary 
Our Retail & Consumer Goods client is seeking an Executive Administrative Assistant to join their team! The Executive Administrative Assistant will provide high-level administrative and operational support to the EVP and Chief Operating Officer (COO) and other senior leaders. This role requires a proactive, detail-oriented professional who can manage a diverse range of tasks, from administrative duties to discreet handling of highly sensitive information. The ideal candidate thrives in a fast-paced corporate environment, demonstrates exceptional judgment, and consistently anticipates and resolves needs before they arise.
  
Core Responsibilities 

• Prepare and refine complex documents, presentations, reports, tables, calendars, and financial summaries, ensuring accuracy, clarity, and professional formatting
• Manage a dynamic calendar and coordinate multiple priorities, including scheduling meetings, appointments, and domestic and international travel logistics
• Draft, edit, and distribute correspondence, memos, approvals, and executive-level communications on behalf of the COO and other senior leaders
• Handle incoming inquiries, requests, and workflows – assessing urgency, prioritizing appropriately, and responding or redirecting as needed
• Prepare meeting agendas, materials, and pre-reads, as needed
• Conduct targeted research, compile information, and prepare summaries, briefs, and background materials for meetings, projects, and executive decisions
• Maintain strict confidentiality regarding company performance, financial information, leadership discussions, and strategic initiatives
• Develop and maintain collaborative and strategic working relationships across all levels of the organization, from support teams to senior leadership
• Serve as a liaison between the COO and internal/external stakeholders, ensuring follow-through, clarity, and professionalism in all interactions
• Provide backup administrative support as needed to ensure continuity of other executive functions during absences or peak periods
• Prepare and reconcile expense reports, invoices, reimbursements, and related financial processing using expense reporting systems and internal tools
• Maintain organized digital and physical filing systems, ensuring accuracy, accessibility, and compliance with internal standards
• Ensure office policies and procedures are implemented appropriately
• Order and timely maintain office supply for COO's office and other senior leaders
• Support office layout planning and office moves with Corporate Facilities
• Perform routine administrative functions such as scanning, mailing, shipping, document management, and data entry
• Assist with the planning, coordination, and execution of special projects, events, presentations, and operational initiatives as assigned
• Provide flexible support on emerging priorities and other duties as needed, contributing to the smooth, efficient operation of the COO’s office
• Assist in the planning and execution of department events
• Assist HR with coordinating employee engagement programs
• Plan and help execute department summit meetings, including content creation, development of agendas, coordinating outside vendors, speakers, and negotiating costs for meals
• Provide support to open enrollment processes

Required Skills/Experience (Must-Haves) 

• 5+ years of experience as an assistant, executive assistant, or related administrative support role
• Corporate experience preferred
• Extremely organized with impeccable attention to detail
• Exceptional time management skills with the ability to multitask
• Able to proactively anticipate needs and problem solve
• Solid skills in data entry and basic math and computer skills required
• Advanced proficiency using Microsoft Office (Outlook, Word, Excel and PowerPoint)
• Strong working knowledge of expense reporting systems is preferred

Key Competencies & Behaviors 

• Proactive & Resourceful
• Highly Organized & Detail-Oriented
• Professional & Relationship-Focused

Work Environment 

• Location: St. Louis, MO
• Hybrid, WFH Monday and Friday

Compensation & Benefits 

• Pay Range: The approximate pay range for this position is between $61,000 and $85,000. Please note that the pay range provided is a good faith estimate. Final compensation may vary based on factors including but not limited to background, knowledge, skills, and location. We comply with local wage minimums. 
• Medical, Dental, & Vision Insurance Plans 
• Employee-Owned Profit Sharing (ESOP) 
• 401K offered 

About KellyMitchell 
At KellyMitchell, our culture is world class. We’re movers and shakers! We don’t mind a bit of friendly competition, and we reward hard work with unlimited potential for growth. This is an exciting opportunity to join a company known for innovative solutions and unsurpassed customer service. We're passionate about helping companies solve their biggest IT staffing & project solutions challenges. As an employee-owned, women-led organization serving Fortune 500 companies nationwide, we deliver expert service at a moment's notice. 
  
Marketing Disclosure 
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