The Dover Companies
Executive Assistant to Chief Executive Officer
The Dover Companies, Saint Louis, Missouri, United States, 63146
Overview
Job Title : Executive Assistant Location : The Dover Companies Corporate Office, St. Louis MO (In-Person) Position Type : Full-time Reports To : Chief Executive Officer About The Dover Companies: The Dover Companies—comprising Cedarhurst Senior Living, Dover Development, Dover Capital, Dover Health, and Brahms Construction—specialize in the development, construction, and management of senior living communities throughout the Midwest. Our integrated approach enables us to create vibrant environments where seniors can thrive, supported by a full continuum of services designed to enhance their quality of life. Position Overview: The Executive Assistant, reporting directly to the Chief Executive Officer (CEO) will be responsible for providing comprehensive support to the CEO, ensuring efficient communication, seamless scheduling, and effective management of executive priorities. This role involves handling confidential matters, coordinating strategic initiatives, and ensuring the smooth operation of the executive office. The position plays a key role in maintaining organizational efficiency and supporting the overall leadership team in achieving company goals. Responsibilities
Act as the primary point of contact for the CEO, ensuring professional communication via phone and email with high-level business leaders and stakeholders, and managing incoming communications on behalf of senior staff. Coordinate all aspects of meetings, including scheduling, organizing meeting rooms, greeting attendees, taking notes, summarizing action items, and following up with team members to ensure timely task completion. Draft, route, and respond to correspondence on behalf of the CEO. Prepare materials, conduct research, and organize logistics for speaking engagements, presentations, and other high-level meetings. Provide high-level administrative support by drafting documents such as letters, memos, invoices, and reports. Arrange travel and accommodations for the CEO, ensuring seamless logistics, and create detailed travel itineraries while anticipating last-minute changes and providing real-time solutions. Assist with managing and coordinating key projects the CEO is responsible for, ensuring timelines are met, tracking progress, and preparing updates for the CEO to share on. Handle sensitive information with the utmost confidentiality and discretion, supporting leadership in maintaining privacy in both professional and personal matters. Maintain an organized and up-to-date filing system (both physical and digital) for contracts, reports, and other important documents applicable to the CEO, ensuring they are easily accessible. Act as a liaison between departments and the CEO, ensuring smooth communication and coordination while prioritizing and escalating issues as needed. Build and maintain strong relationships with clients, stakeholders, and partners that regularly interact with the CEO. Assist with scheduling and follow-ups for client meetings to ensure consistent and professional communication. Optimize the executive’s calendar by effectively allocating time for meetings, strategic planning, and personal commitments, while managing conflicts and proactively adjusting schedules as needed. Ensure that the executive’s technology needs are met, including setting up presentations, troubleshooting issues with devices or software, and managing technical arrangements for virtual meetings. Assist in crisis situations by coordinating emergency actions, making arrangements, or managing logistics to ensure operations continue smoothly. Other duties as assigned. Qualifications
Bachelor’s degree in a business or related field, preferred, with at least five (5+) years of experience in an executive support role is required. Experience organizing meetings, events, and travel arrangements, including logistics and vendor coordination is preferred. Knowledge of project management tools (e.g., Asana, Trello) is a plus. Excellent interpersonal, written, and verbal communication skills. Exceptional problem-solving, critical thinking, and attention to detail. Highest degree of integrity, respect for confidentiality, professionalism, diplomacy, and discretion in all interactions. Proven ability to manage sensitive, high-priority, and non-routine information. Dependable, results-oriented, and highly resourceful, with a strong sense of urgency and excellent judgment. Outstanding organizational skills and the ability to prioritize tasks, adapt to unexpected requests, and meet deadlines in a fast-paced environment. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and similar productivity software is required. Experience with Adobe products, including Photoshop and Illustrator, is a plus. Working Conditions
While performing the duties of this job, the employee is occasionally required to stand/move, communicate, and identify written information. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl and lift and/or move up to 50 pounds independently. This position is required to work onsite at the Dover Companies corporate office, located at 300 Hunter Ave, St. Louis, MO 63124. Occasional longer hours, evenings, and weekend work will be required to support the CEO and meet deadlines. While travel for this role is not anticipated, there may be situations that arise that require this role to travel to an offsite company location. Anticipated potential travel does not exceed 10% of the annual work of this position. This position may need to move through areas of the corporate office or other worksites of the organization. The role requires a high level of adaptability and the ability to respond effectively to changing priorities or urgent requests. This role involves actively participating in all staff activities aimed at fostering teamwork, unity, and morale. The individual will contribute as a collaborative team player, working alongside colleagues to create a supportive and cohesive work environment. Individuals in this position are required to stay current on all training and ongoing education initiatives. They are expected to actively pursue self-improvement and embrace opportunities for continuous learning. Apply now to be part of a dynamic team that values innovation, teamwork, and excellence. We are an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, we will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective employees and incumbents to discuss potential accommodations with the employer.
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Job Title : Executive Assistant Location : The Dover Companies Corporate Office, St. Louis MO (In-Person) Position Type : Full-time Reports To : Chief Executive Officer About The Dover Companies: The Dover Companies—comprising Cedarhurst Senior Living, Dover Development, Dover Capital, Dover Health, and Brahms Construction—specialize in the development, construction, and management of senior living communities throughout the Midwest. Our integrated approach enables us to create vibrant environments where seniors can thrive, supported by a full continuum of services designed to enhance their quality of life. Position Overview: The Executive Assistant, reporting directly to the Chief Executive Officer (CEO) will be responsible for providing comprehensive support to the CEO, ensuring efficient communication, seamless scheduling, and effective management of executive priorities. This role involves handling confidential matters, coordinating strategic initiatives, and ensuring the smooth operation of the executive office. The position plays a key role in maintaining organizational efficiency and supporting the overall leadership team in achieving company goals. Responsibilities
Act as the primary point of contact for the CEO, ensuring professional communication via phone and email with high-level business leaders and stakeholders, and managing incoming communications on behalf of senior staff. Coordinate all aspects of meetings, including scheduling, organizing meeting rooms, greeting attendees, taking notes, summarizing action items, and following up with team members to ensure timely task completion. Draft, route, and respond to correspondence on behalf of the CEO. Prepare materials, conduct research, and organize logistics for speaking engagements, presentations, and other high-level meetings. Provide high-level administrative support by drafting documents such as letters, memos, invoices, and reports. Arrange travel and accommodations for the CEO, ensuring seamless logistics, and create detailed travel itineraries while anticipating last-minute changes and providing real-time solutions. Assist with managing and coordinating key projects the CEO is responsible for, ensuring timelines are met, tracking progress, and preparing updates for the CEO to share on. Handle sensitive information with the utmost confidentiality and discretion, supporting leadership in maintaining privacy in both professional and personal matters. Maintain an organized and up-to-date filing system (both physical and digital) for contracts, reports, and other important documents applicable to the CEO, ensuring they are easily accessible. Act as a liaison between departments and the CEO, ensuring smooth communication and coordination while prioritizing and escalating issues as needed. Build and maintain strong relationships with clients, stakeholders, and partners that regularly interact with the CEO. Assist with scheduling and follow-ups for client meetings to ensure consistent and professional communication. Optimize the executive’s calendar by effectively allocating time for meetings, strategic planning, and personal commitments, while managing conflicts and proactively adjusting schedules as needed. Ensure that the executive’s technology needs are met, including setting up presentations, troubleshooting issues with devices or software, and managing technical arrangements for virtual meetings. Assist in crisis situations by coordinating emergency actions, making arrangements, or managing logistics to ensure operations continue smoothly. Other duties as assigned. Qualifications
Bachelor’s degree in a business or related field, preferred, with at least five (5+) years of experience in an executive support role is required. Experience organizing meetings, events, and travel arrangements, including logistics and vendor coordination is preferred. Knowledge of project management tools (e.g., Asana, Trello) is a plus. Excellent interpersonal, written, and verbal communication skills. Exceptional problem-solving, critical thinking, and attention to detail. Highest degree of integrity, respect for confidentiality, professionalism, diplomacy, and discretion in all interactions. Proven ability to manage sensitive, high-priority, and non-routine information. Dependable, results-oriented, and highly resourceful, with a strong sense of urgency and excellent judgment. Outstanding organizational skills and the ability to prioritize tasks, adapt to unexpected requests, and meet deadlines in a fast-paced environment. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and similar productivity software is required. Experience with Adobe products, including Photoshop and Illustrator, is a plus. Working Conditions
While performing the duties of this job, the employee is occasionally required to stand/move, communicate, and identify written information. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl and lift and/or move up to 50 pounds independently. This position is required to work onsite at the Dover Companies corporate office, located at 300 Hunter Ave, St. Louis, MO 63124. Occasional longer hours, evenings, and weekend work will be required to support the CEO and meet deadlines. While travel for this role is not anticipated, there may be situations that arise that require this role to travel to an offsite company location. Anticipated potential travel does not exceed 10% of the annual work of this position. This position may need to move through areas of the corporate office or other worksites of the organization. The role requires a high level of adaptability and the ability to respond effectively to changing priorities or urgent requests. This role involves actively participating in all staff activities aimed at fostering teamwork, unity, and morale. The individual will contribute as a collaborative team player, working alongside colleagues to create a supportive and cohesive work environment. Individuals in this position are required to stay current on all training and ongoing education initiatives. They are expected to actively pursue self-improvement and embrace opportunities for continuous learning. Apply now to be part of a dynamic team that values innovation, teamwork, and excellence. We are an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, we will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective employees and incumbents to discuss potential accommodations with the employer.
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