Voted St. Louis Best Places to Work in 2016, 2018, 2020, 2021, 2022, and 2023!

Over the last 7 years, Hoffmann has grown from a small family business of 50 employees to a 400 member multi-market organization with significant aspirations for further growth. We recognize the quality of our people enables this growth and now is your chance to join our team.

Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to join our growing team. The executive assistant will be responsible for providing comprehensive executive level support to our senior leadership. This role requires the ability to balance multiple requests and projects simultaneously, demonstrate superb attention to detail, anticipate needs and take action. This role will be in consistent communication with senior leaders, team members & clients to maintain consistency in delivering business needs. The executive assistant will play a vital role in supporting leadership while also managing personal tasks to enhance the efficiency & effectiveness of the team. If you thrive in a fast-paced environment, possess exceptional communication and organizational skills, and excel at managing multiple priorities all while truly enjoying taking care of people, this role is for you.

Areas of Focus:

• Coordinate and manage leadership calendars including scheduling meetings, appointments, travel arrangements, and personal events as required. Anticipate scheduling conflicts & proactively address them.
• Draft & prepare correspondence, notes, reports, and presentations on behalf of the leadership team with Microsoft Word, Excel, PowerPoint, & Deal Cloud.
• Proofread memos, proposals, presentations, reports & other documents.
• Organize & coordinate internal meetings and attendance at external meetings, events & conferences.
• Prepare agendas, materials, and take notes during meetings when required.
• Make travel arrangements, including booking flights, accommodations, and ground transportation. Ensure itineraries are comprehensive & align with preferences.
• Maintain adequate office supplies & office equipment, work closely with Maintenance Coordinator, Administrative Coordinator & external vendors.
• Manage and reconcile expense reports, ensuring accuracy and compliance with company policies and procedures.
• Handle sensitive information with the utmost discretion, maintaining confidentiality in both professional & personal matters.
• Assist in planning and coordinating leadership meetings, quarterly business meetings, board meetings, events, and more. Help with event setup & breakdown, including making coffee, preparing classroom materials, restocking supplies/materials, ordering catering, and more.
• Serve as a host to all HB Solutions Group visitors, ensuring all feel welcome & comfortable during their meetings & time with our team.
• Other projects as assigned.

Qualifications:

• Minimum of 2-3 years of experience as an Executive Assistant or similar administrative role.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and take initiative.
• Strong written & verbal communication skills
• Detailed oriented with the ability to multi-task effectively.
• Excellent organizational and time management skills