MX Holdings is hiring: Executive Administrative Assistant in St. Louis

Overview

Are you an experienced Executive Assistant with Event Planning experience? Consider joining the MX Holdings family as an Executive Administrative Assistant at our St. Louis, MO Westport location. As the Executive Administrative Assistant to the CEO and Executive Team, you will provide high-level administrative support to the leadership of the organization. This role demands exceptional organizational skills, confidentiality, and the ability to handle a wide range of administrative and executive support tasks. You will act as a key liaison between the ELT and internal/external stakeholders, ensuring smooth communication and efficient operations within the executive office.

Event Coordination

The Executive Administrative Assistant helps manage events coordination. This includes assisting in managing and developing internal and external corporate meetings and corporate events. This may include events such as holiday parties, town halls, customer events, trade shows, and community impact projects. You will collaborate with stakeholders and third parties to understand event objectives, requirements, and preferences.

Responsibilities

• Manages calendars including scheduling meetings, appointments, and special events.
• Manages emails and communications including monitoring and prioritizing incoming emails, drafting responses on leadership's behalf.
• Makes travel arrangements for leadership and guests, including booking flights (corporate jet and commercial), accommodations, transportation for business trips, conferences, and other travel needs.
• Manages meeting preparation including preparing meeting agendas, gathering relevant documents and materials, and distributing them to attendees before meetings.
• Prepares documents by creating and editing various business documents, creating presentations, reports, and other materials as needed.
• Conducts research on various topics for projects, events, meetings, etc.
• Maintains confidentiality and discretion; handles sensitive information with the utmost care and always maintains a high level of confidentiality.
• Coordinates projects by tracking project status, deadlines, and deliverables across different teams and departments.
• Manages expenses by reconciling expense reports and ensuring adherence to company policies.
• Prepares customer and executive visits—first impressions; schedule; food; etc.
• Prepares routine data reports for business management and communication across the company, in printed and electronic formats.
• Manages proper document filing using the internal filing system (electronic and hard files) as needed.
• Ideally the Executive Assistant is a notary public or willing to become certified.
• Presents other duties as assigned or requested.

Event Coordinator Specific Responsibilities

• Assigns and receives tasks with project management tools such as Monday.com or Asana.
• Leads and manages projects that are assigned for events and meetings.
• Assists with logistics coordination including venue selection, catering, audiovisual equipment, transportation, accommodations, and decorations.
• Liaises with vendors, suppliers and other event partners to secure services and resources necessary for event execution.
• Maintains event calendars, manages RSVP lists, prepares event materials, and provides consistent clear communication with stakeholders, vendors, and attendees.
• Provides on-site support during events, including setup, registration, guest assistance, and other operational tasks as needed.
• Serves as a point of contact for vendors, clients, and attendees to address inquiries or issues.
• Assists in managing event budgets, tracking expenses, and reconciling invoices to ensure expenditures stay within budget constraints.
• Communicates regularly with internal teams, clients, and vendors to ensure alignment on event details, timelines, and expectations.
• Maintains accurate records and documentation related to event planning and execution, including contracts, permits, vendor agreements and post-event evaluations; compiles post-event reports for feedback and improvement.

Education & Qualifications

• Bachelor's Degree or relevant work experience
• PMP Certification is preferred, but not required

Experience

• 7 or more years of administrative experience supporting executives and planning events or managing projects

Knowledge, Skills & Abilities

• Communication: Excellent verbal and written communication skills
• Organizational Skills: Strong organizational and multitasking abilities
• Technology Proficiency: Proficient in using office software
• Discretion: Ability to handle confidential information with integrity and discretion
• Proactivity: Proactive mindset with the ability to anticipate needs and act accordingly
• Problem-Solving: Strong problem-solving and decision-making skills
• Experience with calendar management and travel coordination
• Highly motivated, self-driven, and eager to learn and apply new skills
• Attentive to details and follows through on assigned tasks and commitments
• Flexible and driven to meet tight deadlines, handle multiple projects and prioritize accordingly
• Must be able to pass pre-employment drug screen
• Must be eligible to work in the United States; visa sponsorships are not available
• 5-10% travel
• Regular attendance

About MX Holdings

Celebrating 50 years in 2024, MX Holdings is a global leader in the purchasing, processing, and manufacturing of non-ferrous metals, primarily Aluminum. We deliver top-quality products and services across our family of brands including Metal Exchange and Pennex. Our core values are Safety, Integrity, Caring, and Growth, guiding every action and decision.

Our Commitment to Inclusion

We welcome people of different backgrounds, abilities and perspectives. We never discriminate on race, religion, national origin, gender identity or expression, sexual orientation, age or marital status. MX Holdings and our family of companies are equal opportunity employers. All information will be kept confidential according to EEO guidelines. If you have any questions or require special assistance completing your application, please email ssteinman@mxholdings.com

Compensation

Posted Min Pay Rate: USD $78,507.00/Yr.

Posted Max Pay Rate: USD $100,255.00/Yr.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative

Industries

• Wholesale Metals and Minerals

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