Executive Assistant to Chief Executive Officer Job at EverTrue in St. Louis

Executive Assistant to Chief Executive Officer

Performs and handles a variety of administrative duties in support of the EverTrue President & CEO.

Essential Functions

• Maintains a comprehensive understanding of the President & CEO’s goals, both short-term and long-term, and proactively aligns support and resources accordingly; serves as a central hub of information, with access to cross-functional updates, initiatives, and key metrics from across the organization; anticipates the needs and provides strategic context, insights, and recommendations to support executive decision-making.
• Facilitates communication and alignment between the President & CEO and other members of the senior leadership team, ensuring clarity and follow-through on strategic initiatives; prepares briefing materials, talking points, and executive summaries that reflect a deep understanding of organizational dynamics.
• Manages all aspects of the Board of Directors meeting process, including scheduling, agenda development, materials preparation, and follow-up; maintains strong relationships with board members, understanding and anticipating their preferences, communication styles, and areas of interest; ensures timely and confidential distribution of board materials and coordinates logistics for in-person and virtual meetings.
• Manages the President & CEO’s calendar with precision, balancing strategic priorities, internal meetings, external engagements, and personal commitments.
• Coordinates complex travel arrangements and itineraries, ensuring efficiency and alignment with business objectives.
• Handles confidential information with the utmost discretion and professionalism.
• Conducts research and compiles data or other types of information that is used in reports or presentations by executives, committees, and boards of directors.
• Develops reports, e‑mails, memos/letters, and other documents using word processing, email, spreadsheet, or presentation software; reviews and proof‑reads a variety of materials, including reports, letters, and memos for content, and recommends changes.
• Leads the coordination of the administrative functions in the Ministry Support St. Louis office, related to communications and staffing coverage for administrative colleagues.
• Periodically communicates to others on behalf of the President & CEO, presenting the communication in a manner consistent with the President & CEO’s intent; uses independent judgment in screening internal and external contacts that include phone calls, mail, and in-person contacts to determine next steps; may direct contacts to assigned to others as deemed appropriate; interacts with EverTrue Board members and Board committee members.
• Creates an organization system for the filing, storage, and retrieval of paper files in filing drawers, and of digital documents in electronic files; will keep digital and paper filing up to date periodically as directed by the President & CEO.
• Tracks expenses, mileage, and receipts generated by the President & CEO on a monthly basis and enters them into online tools for reporting or reimbursement; tracks and assists the President & CEO’s subordinates’ expense and mileage reports.
• May occasionally be tasked with special projects, assignments, and duties, which may include duties that become continuing responsibilities (e.g., being the administrative point person for EverTrue’s membership with various trade associations).
• May assist the President & CEO in the budgeting process by researching information and collecting data from subordinate leaders.
• Demonstrates continuous effort and uses independent judgment to improve operations, decrease turnaround times, streamline work processes, and work cooperatively with staff to achieve organizational objectives.

Qualifications, Knowledge, Skills & Abilities

• 3+ years of administrative experience working for an executive or managerial level employee with a strong focus on details, coordinating communications and schedules with and for the manager, and meeting deadlines.
• Excellent communication skills exhibiting a high level of customer service, professionalism, and confidentiality.
• Proficient technology skills, including standard business systems (e.g., Microsoft 365), online/smart apps, and an ability to detect and avoid phishing, malware, and fraud efforts.
• Must be able to work independently, using initiative and self‑motivation, and collaboratively with members of a team.
• Ability to solve problems and streamline processes.
• Ability to successfully work in and navigate a fast‑paced work environment with multiple competing priorities that sometimes conflict.

Seniority level

Mid‑Senior level

Employment type

Full‑time

Job function

Administrative; Hospitals and Health Care