Sr. Executive Administrative Assistant

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

Job summary

Ultimate Staffing is seeking an experienced Executive Administrative Assistant to keep senior leadership aligned, informed, and prepared in a mission-focused setting. You will manage complex schedules, coordinate high-level meetings, and oversee travel logistics to help leaders stay focused on big-picture priorities.

The role emphasizes organization, discretion, and the ability to navigate shifting priorities while delivering seamless support to executive teams.

Qualifications

• 7+ years of experience in executive support or admin roles.
• Experience supporting senior leaders, boards, or committees.
• Outstanding organizational and time-management abilities.
• Strong written communication and interpersonal skills.

Responsibilities

• Drive Executive Readiness by managing 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 identify potential conflicts; maintain organized records.
• Coordinate high-visibility meetings and events, agendas, materials, and logistics.

Skills

Executive support

Time management

Microsoft 365

Communication

Job description

$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 documentation
• Ensure 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.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.