Executive Administrative Assistant

Overview:

Job Summary

Are you an experienced Executive Assistant with considerable Event Planning experience? Consider joining the MX Holdings family as an Executive Assistant at our St. Louis, MO Westport location. As the Executive Assistant to the CEO and Executive Team, you will play a critical role in providing 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.

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

Responsibilities between the Executive Assistant and Events Coordinator tasks will often vary depending on the types of events, where we are in the events cycle, and the needs of the executive team members. The breakdown is typically 60% events coordinating and 40% executive assistance.

Responsibilities:

Responsibilities of the Role

- Manages calendars which includes scheduling meetings, appointments, and special events.

- Manages emails and communications which includes monitoring and prioritizing incoming emails, drafting responses on leadership’s behalf.

- Makes travel arrangements for leadership and guests. This includes booking flights -corporate jet and commercial, accommodations, transportation for business trips, conferences, and other travel needs.

- Manages meeting preparation which includes 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.

- Uses confidentiality and discretion. Handles sensitive and confidential information with the utmost care and always maintains a high level of confidentiality.

- Coordinates projects by tracking the projects, 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- both printed and electronic.

- Manages proper docment filing. Uses the internal filing system (electronic and hard files) as needed.

- Ideally the Executive Assistant is a notary public or willing to become certified.

- Performs various other duties as assigned or requested.

Event Coordinator Specific Responsibilities:

- Assigns and receives tasks with project management tools such as Monday or Asana.

- Leads and manages projects that are assigned for events and meetings.

- Assisst 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, managing RSVP lists, preparing event materials, and providing consistent clear communication with stakeholders, vendors, and attendees.

- Provides on-site support during events, assisting with setup, registration, guest assistance, and other operational tasks as needed.

- Serves as a point of contact for vendors, clients, and attendees to address any inquiries or issues that may arise.

- 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. Compile post-event reports for feedback, analysis and improvement.

Qualifications:

Qualifications

Education:

- Bachelor’s Degree or relevant work experience

- PMP Certification is preferred, but not required

Experience:

- 7 or more years administrative experience supporting executives and planning events/managing projects

- 7 or more years administrative experience supporting executives and planning events/managing projects

Other Required Knowledge, Skills, and 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 them appropriately

- Must be able to pass pre-employment physical and drug screen

- Must be eligible to work in the United States, visa sponsorships are not available

- 5-10% travel is needed for this position

- Must have regular attendance

- Must have work authorization, sponsorships are not available

About Us:

Perks of the Job

- Medical, dental and vision insurance

- Disability and life insurance

- 401(k) with matching contribution

- Generous allotment of paid vacation and paid holidays

- NEW! Enterprise-wide winter break between Christmas and New Year’s holidays

- Competitive wages plus performance-based bonus opportunities

- Employee Assistance Program (EAP)

- Headspace Account for improved emotional well-being

- Ongoing training and professional development

- Ample opportunity for career growth and advancement

- Paid time off for all new parents

- Relocation package may be available, if applicable

Why Our People Love Working Here…And So Will You!

- Purpose-driven, friendly, open and respectful culture

- Highly engaged workforce – as indicated by best-in-class engagement scores

- Hybrid in-office and remote workplace

- Shared core values of safety, integrity, caring and growth

- Leaders committed to building more diverse, inclusive teams

- On-Demand pay via DailyPay

- Robust recognition and reward program

- Community Impact opportunities including additional time off to volunteer and charitable match up to $250 per employee

- Tuition reimbursement

- Complimentary refreshment bar with beverages and snacks

- Employee discount program with hundreds of partner brands

- Wellness incentive program

- Regular employee celebrations and events

WHO WE ARE

Celebrating 50 years in 2024, MX Holdings is a global leader in the purchasing, processing, and manufacturing of non-ferrous metals, primarily Aluminum. Enabled by our breadth of experience and deep expertise, we are proud to deliver top-quality products and services to customers across our family of brands – including Metal Exchange and Pennex.

But it’s not just what we do that sets us apart, it’s how we do it. Safety. Integrity. Caring. Growth. These core values are embodied by each member of our team; guiding every action we take and decision we make. Whether it’s driving innovation within our industry, making the impossible possible for our customers, providing a safe, respectful workplace for employees or supporting our local communities, our purpose is clear. We are dedicated to impacting our world in a positive way.

If you are a like-minded individual with a strong ability to problem solve, collaborate and effectively communicate, MX Holdings may be the perfect place for you to grow your career.

Our Commitment to Inclusion

We welcome people of different backgrounds, abilities and perspectives. To ensure our business and culture continue to be inclusive of all people, we never discriminate on the basis of race, religion, national origin, gender identity or expression, sexual orientation, age or marital status, veteran or disability status. MX Holdings and our family of companies are proud to be equal opportunity employers. Additionally, all your information will be kept confidential according to EEO guidelines. Should you have any questions or require special assistance completing your application, please email ssteinman@mxholdings.com

Qualified Applicants must be legally authorized for employment in the United States and not require employer sponsored work authorization now or in the future for employment in the United States.

Our salary ranges are primarily determined by role, level, and location. The range provided for each job posting reflects the minimum and maximum target salaries for the position across all US locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

Posted Min Pay Rate: USD $78,507.00/Yr. Posted Max Pay Rate: USD $100,255.00/Yr.