What are the responsibilities and job description for the Executive Assistant position at PFI InStore?
Company Description PFI InStore helps brands and retailers bring products to life through innovative retail displays and store fixtures that move products from the shelf to checkout. The company designs, engineers, and manufactures both temporary point-of-sale displays and permanent in-store solutions across multiple retail segments. As the parent company of Jahabow Industries and Exactec, PFI InStore offers expanded capabilities from concept design and prototyping through full-scale production and installation. With a strong focus on innovation, quality, and customer success, PFI InStore delivers retail display solutions that enhance the shopper experience and drive sales. The company positions itself as a single-source partner and a key connection in the path to purchase.
Role Description This is a full-time, on-site Executive Assistant role based in Hazelwood, MO. The Executive Assistant will provide high-level administrative support to senior leaders, including managing calendars, scheduling meetings, and coordinating travel arrangements. Responsibilities include preparing and processing expense reports, organizing executive correspondence, and maintaining organized digital and physical files. The role will involve drafting and formatting documents and presentations, supporting preparation for internal and external meetings, and tracking action items to ensure timely follow-up. The Executive Assistant will also act as a key point of contact between executives and internal teams, handle confidential information with discretion, and support general office coordination and special projects as needed.
Qualifications
- Strong Executive Administrative Assistance and Executive Support skills, including calendar management, meeting coordination, and document preparation.
- Proficiency in handling Expense Reports and related financial documentation with accuracy and attention to detail.
- Demonstrated Communication skills, including clear written communication, professional verbal communication, and confident interaction with stakeholders at all levels.
- Solid Administrative Assistance experience, including file management, data entry, and general office coordination.
- Proficiency with productivity tools (e.g., Microsoft Office or Google Workspace) and comfort learning new software systems.
- Strong organizational and time-management abilities, with the capacity to prioritize multiple tasks and meet deadlines.
- High level of discretion and professionalism in handling sensitive and confidential information.
- Previous experience supporting executives or senior leadership in a corporate or manufacturing environment preferred.
- High school diploma or equivalent required; an associate or bachelor’s degree in Business Administration or a related field is a plus.
- Familiar with HR Policies and Procedures as you will work closely with the HR Team and Company Executives.