Executive Operations Assistant

PFSbrands; Holts Summit (MO); On-site; USD 45,000 - 65,000; Full time

Job summary

PFSbrands is seeking an Executive Operations Assistant to join their Executive Operations team. In this role, you will provide crucial administrative support, manage tasks across departments, and help ensure the seamless execution of projects and initiatives.

Your responsibilities will include managing travel arrangements, coordinating meetings, and maintaining operational tools. The ideal candidate should be organized, detail-oriented, and able to thrive in a fast-paced environment.

Qualifications

• Prior administrative or executive support experience preferred.
• Experience in a dynamic, fast-paced environment with shifting priorities.
• Proficient in adapting to new systems and tools.

Responsibilities

• Provide administrative support to leaders and departments.
• Manage travel arrangements and logistical support for events.
• Coordinate meetings, events, and special project logistics.

Skills

Proficient in Microsoft Office Suite

Strong organizational skills

Excellent written and verbal communication

Detail-oriented

Ability to manage multiple priorities

Education

High school diploma or equivalent

Associate or bachelor's degree preferred

Tools

Microsoft Office Suite

Smartsheet

SharePoint

Expensify

Job description

EXECUTIVE OPERATIONS ASSISTANT

REPORTS TO: Director, Executive Operations

FLSA STATUS: Non-Exempt

SUMMARY

As the Executive Operations Assistant within the Executive Operations team at PFSbrands, you will play a key role in supporting leaders, departments, and company-wide initiatives through administrative execution, process ownership, and operational support. This role is designed for someone who thrives in a fast-paced environment, enjoys variety in their work, and takes pride in helping others and the organization succeed.

No two days will look the same. Some responsibilities recur on a cadence while others shift based on leadership needs, business priorities, and what comes up. This role does not have a single defined lane. It has a wide footprint across leaders, departments, and types of work. The right candidate is comfortable with that and sees the breadth as an opportunity to build organizational knowledge and grow professionally.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide support and adapt quickly to shifting priorities, providing support wherever business needs arise across leaders, departments, and initiatives. No task is too small and no request is outside the scope of this role.
• Own and maintain assigned recurring programs, processes, operational tools, and administrative systems, ensuring accuracy, consistency, and timely execution.
• Support the SOP governance process by coordinating reviews, maintaining documentation standards, and tracking updates to ensure procedures remain organized, current, and accessible across the organization.
• Provide administrative support to leaders, departments, and company-wide initiatives by coordinating requests, responding to inquiries, and ensuring follow-through on assigned tasks.
• Manage expense submissions and administrative support requests for assigned leaders.
• Manage travel arrangements, hotel reservations, registrations, and other logistical support for leaders and company events.
• Maintain and update Smartsheet’s, trackers, reports, databases, and other operational tools to ensure accuracy and visibility.
• Manage assigned vendor relationships, subscriptions, and administrative accounts, ensuring renewals, invoices, and documentation are maintained and evolved.
• Coordinate ordering, inventory management, and administrative purchasing for assigned programs, meetings, and company initiatives.
• Coordinate meetings, events, and special project logistics, including room preparation, attendee management, communications, printing, mailing, materials preparation, and follow-up activities
• Capture meeting notes, track action items, and provide follow-up support to ensure commitments are completed.
• Identify opportunities to improve organization, communication, and administrative processes.
• Take ownership of tasks and responsibilities that may not clearly belong to another department or role, ensuring business needs continue to move forward.
• Perform all other duties as assigned.

QUALIFICATIONS

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Prior administrative, coordinator, or executive support experience preferred.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) with strong adaptability to new systems and tools.
• Experience with or ability to quickly learn Smartsheet, SharePoint, Expensify, and other operational platforms.
• Strong organizational and time management skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills with the ability to interact across all levels of the organization.
• Detail-oriented with a high degree of accuracy and follow-through.
• Self-starter with the ability to work independently and take initiative.
• Comfortable handling a wide variety of tasks and shifting priorities without a defined daily routine.
• Positive, service-oriented professional who enjoys helping others, solving problems, and contributing to team and organizational success.
• Proven ability to handle sensitive information with confidentiality and professionalism.
• Experience working in a dynamic, fast-paced environment with shifting priorities.

WORKING CONDITIONS

• Work is typically performed in normal office conditions.
• Position requires occasional overnight travel.

PHYSICAL DEMANDS

• Must be able to sit for prolonged periods of time in front of a computer daily
• Frequently required to stand; walk; and stoop, kneel, crouch or crawl
• Must have visual and hearing acuity
• Ability to use hands and fingers to reach, lift and carry 25 pounds on a regular basis
• Digital dexterity and hand/eye coordination in operation of office equipment including a computerAbility to speak to, hear, and understand others via phone and in person in English
• Must be able to travel by car and plane as needed to meet business needs