Executive Administrative Specialist

Talentify; Clayton (MO); On-site; USD 52,000 - 75,000; Full time

Job summary

Talentify is seeking an experienced Executive Administrative Assistant to support the CEO, COO, and CFO in Clayton, MO. This role involves high-level administrative tasks, calendar coordination, travel planning, and confidential correspondence.

You will manage meetings, prepare materials, and handle finance-related duties with precision and discretion. Ideal candidates bring at least two years in an executive office setting, strong Microsoft Office skills, and a meticulous, organized approach.

Qualifications

• Minimum two years' experience in an executive office setting.
• Proficient in MS Word, Excel, Outlook; strong grammar and writing.
• Ability to handle confidential information with discretion.
• Strong organization, prioritization, and attention to detail.
• Excellent communication and customer service skills.
• Ability to work independently and meet deadlines.
• Must possess a current, valid driver’s license.

Responsibilities

• Provide comprehensive executive and administrative support, including calendar management, meeting coordination, travel arrangements, correspondence, expense administration, and confidential document management.
• Coordinate, prepare, organize, and distribute materials for executive, board, committee, and management meetings, including agendas, reports, presentations, minutes, and supporting documentation.
• Prepare, compile, proofread, and distribute correspondence, reports, memoranda, and special project materials while ensuring accuracy, professionalism, and timely completion.
• Assist with the preparation of scheduled and ad hoc reports, statistical analyses, forecasts, and other information-gathering activities to support executive decision-making.
• Manage office operations and administrative functions, including facilities coordination, office supplies, vendor relationships, building access, parking administration, service requests, and equipment support.
• Administer accounts payable activities, invoice processing, expense reimbursements, corporate card reconciliation, and other financial administrative functions.
• Serve as a primary point of contact for internal and external inquiries, providing exceptional customer service, resolving issues, and directing requests to appropriate resources when necessary.
• Maintain organizational records, procedures, manuals, and documentation while ensuring confidentiality, security, and compliance with company policies and regulatory requirements.
• Coordinate employee and executive events, special projects, ticket distribution, staff meetings, and other corporate initiatives as assigned.
• Identify opportunities to improve administrative processes and workflows, maintain efficient procedures, and promptly communicate issues, exceptions, or deadlines requiring management attention.
• Support business development efforts by maintaining awareness of bank products and services, recognizing potential referral opportunities, and facilitating appropriate introductions when applicable.
• Utilize office technology and software systems to effectively manage communications, reporting, scheduling, recordkeeping, and other administrative functions.
• Perform additional administrative, operational, and special project duties as assigned in support of organizational and executive objectives.

Skills

MS Word

Excel

Outlook

Detail-oriented

Discretion/confidentiality

Organizational skills

Communication skills

Education

High school diploma or equivalent

Job description

Talentify is seeking an experienced Executive Administrative Assistant to support the CEO, COO, and CFO in Clayton, MO. This role involves high-level administrative tasks, calendar coordination, travel planning, and confidential correspondence.

You will manage meetings, prepare materials, and handle finance-related duties with precision and discretion. Ideal candidates bring at least two years in an executive office setting, strong Microsoft Office skills, and a meticulous, organized approach.