Sr. Executive Administrative Assistant

Ultimate Staffing Services; St. Louis (MO); On-site; USD 65,000 - 85,000; Full time

Job summary

Ultimate Staffing Services is seeking an experienced Executive Administrative Assistant to support senior leadership, ensure readiness for meetings, and manage complex calendars in a fast-paced, mission-driven environment.

The role emphasizes organization, travel planning, and event coordination to keep executives focused on big-picture priorities while handling detailed logistics behind the scenes.

Qualifications

• 7+ years in executive support, business ops, administration or project coordination.
• Experience supporting senior leaders, executive teams, boards, or governing bodies.
• Outstanding organizational and time-management abilities.
• Strong written communication and interpersonal skills.
• Sound judgment and professionalism with confidential information.
• Advanced skills in Microsoft 365 and digital collaboration tools.
• Experience in nonprofit, higher education, healthcare or philanthropy is a plus.

Responsibilities

• Manage complex schedules and competing priorities across multiple leaders.
• Coordinate internal and external appointments and travel logistics.
• Prepare briefing materials and meeting logistics.
• Monitor commitments and identify potential conflicts.
• Maintain records of executive activities and engagements.
• Plan and execute leadership meetings, boards, retreats and events.
• Assemble agendas and presentation materials.
• Coordinate meeting locations, technology, catering, and guest accommodations.
• Serve as the primary logistics point before and during events.
• Ensure participants have the information and resources needed.
• Arrange transportation, lodging, and detailed travel itineraries.
• Track schedule changes and adjust plans as needed.
• Coordinate with hosts, venues, speakers, and external partners.
• Support travel-related expense reporting and documentation.
• Monitor administrative workflows and identify opportunities for improvement.
• Maintain confidentiality and support cross-functional initiatives.
• Build relationships with internal and external stakeholders.

Skills

Outstanding organizational and time‑管理

Strong written communication

Interpersonal skills

Tools

Microsoft 365

Job description

Salary: USD0 - USD1 per year

Executive Administrative Assistant

$65,000 - 85,000 depending on experience

The person everyone relies on. The person who makes things happen.

A respected mission-focused organization is looking for an experienced Executive Administrative Assistant to help keep senior leadership aligned, informed, and prepared.

This role is ideal for someone who thrives on organization, enjoys managing moving pieces, and can keep executives focused on big-picture priorities while handling the details behind the scenes. From coordinating high-level meetings to managing travel logistics and special events, you'll play a critical role in helping leaders maximize their effectiveness.

Success in this position requires resourcefulness, exceptional judgment, strong communication skills, and the ability to stay calm when priorities shift.

What You'll Own

Drive Executive Readiness

You will be responsible for ensuring leadership is prepared for important meetings, commitments, and engagements.

• Manage complex schedules and competing priorities across multiple leaders
• Coordinate internal and external appointments while balancing organizational priorities
• Prepare background materials, briefing documents, and meeting logistics
• Monitor upcoming commitments and proactively identify potential conflicts
• Maintain accurate and organized records of executive activities and engagements

Coordinate High-Visibility Meetings & Events

You will oversee the logistics that create seamless experiences for leadership, board members, partners, and guests.

• Plan and execute leadership meetings, oversight committee meetings, retreats, and special events
• Assemble agendas and presentation materials
• Coordinate meeting locations, technology needs, catering, and guest accommodations
• Serve as the primary logistics point person before and during key events
• Ensure participants have the information and resources needed for productive discussions

Manage Travel & Engagement Logistics

You will take ownership of executive travel planning from start to finish.

• Arrange transportation, lodging, and detailed travel itineraries
• Track schedule changes and quickly adjust plans when needed
• Coordinate with hosts, venues, speakers, and external partners
• Support travel-related expense reporting and documentationEnsure travelers are equipped with all necessary information before departure

Support Operational Excellence

Beyond scheduling and logistics, you'll help strengthen the effectiveness of leadership operations.

• Monitor administrative workflows and identify opportunities for improvement
• Maintain confidentiality while handling sensitive information
• Support cross-functional initiatives and special projects
• Build positive relationships with internal and external stakeholders
• Serve as a trusted resource for leadership and organizational partners

What You Bring

We're looking for a professional with a demonstrated ability to support senior leaders in a fast-paced environment.

Preferred qualifications include:

• 7+ years of experience in executive support, business operations, administration, or project coordination
• Experience supporting senior leaders, executive teams, boards, or governing bodies
• Outstanding organizational and time-management abilities
• Strong written communication and interpersonal skills
• Sound judgment and professionalism when handling confidential information
• Advanced skills in Microsoft 365 and digital collaboration tools
• Experience within nonprofit, higher education, healthcare, philanthropic, civic, or other purpose-driven organizations is a plus

Why This Role?

This is an opportunity to become a key partner to an executive leadership team influencing important organizational initiatives. If you enjoy bringing structure to complexity, solving problems before they become obstacles, and working in an environment driven by purpose and impact, this role could be an excellent fit.