Executive Assistant

Description:

Location:

On-site Hazelwood, MO (St. Louis) |

Manufacturing Environment Reports To:

CEO/ President (with support to Senior Leadership Team) Position Summary PFI InStore is seeking a highly professional, execution-driven Executive Assistant to provide direct support to the CEO and Senior Leadership Team. This role is critical to the smooth operation of the organization and requires a high level of discretion, ownership, responsiveness, and follow-through.

The Executive Assistant operates with significant independence and is expected to fully own assigned responsibilities, proactively manage priorities, and support leadership without selective engagement. This role interacts regularly with board members, customers, vendors, and employees across the organization and plays a key role in executive communications, governance support, and company-wide coordination.

Experience in a fast-paced manufacturing or operational environment is strongly preferred. Key Responsibilities Executive & Leadership SupportOwn and manage complex calendars for the CEO and Senior Leadership Team, including prioritization and conflict resolutionFacilitate weekly Leadership Team meetings, including agenda preparation, note-taking, action tracking, and timely distribution of meeting materialsPrepare meeting invitations, reserve conference rooms, and coordinate technology needsDraft, edit, and distribute company-wide communications on behalf of leadership, ensuring clarity, consistency, and professionalismExercise sound judgment when handling sensitive, confidential, and time-critical information Board & Governance Support Coordinate logistics and materials for Board of Directors meetingsAssist with the preparation of board presentations, documentation, and follow-up itemsMaintain accurate and confidential records related to governance and executive activities Strategic & Special Projects Provide administrative and coordination support for M&A activity, special initiatives, and executive-level projectsTrack deadlines, deliverables, and follow-ups to ensure timely execution Office, Facilities & Operations Support Serve as primary liaison with building landlord and facility-related vendorsCoordinate customer visits and Mobile Showroom visits, including logistics and on-site supportManage office supplies, distribute daily mail, and support overall office operationsManage content displayed on facility monitors/TVs Records, Contracts & Financial Administration Maintain accurate document retention systems with a focus on contracts and confidential recordsProcess and manage executive expense reporting with accuracy and timeliness Culture, Engagement & Community Serve as lead for company donations and charitable initiativesAct as team lead for the Social Committee, supporting employee engagement activities What Success Looks Like in This Role Demonstrates consistent follow-through and accountability on all assigned responsibilitiesMaintains a professional, service-oriented demeanor with executives, employees, customers, and external partnersAdapts quickly to shifting priorities without resistanceTakes ownership of outcomes rather than waiting for directionCommunicates clearly, proactively, and with appropriate discretion

Requirements:

Required Qualifications High School Diploma or equivalent required; Associate's or Bachelor's degree preferred 5-7 years of prior Executive Assistant experience, supporting senior or executive leadership Proven experience managing confidential information with discretion and professionalism Required Skills & Competencies Excellent written and verbal communication skills, including drafting professional communications for broad audiences Exceptional organizational and time-management skills with the ability to manage multiple priorities independently Strong attention to detail and problem-solving ability Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) Ability to work effectively in a fast-paced, operationally driven environment Executive Assistant PFI & Butler 4847 Park 370 Boulevard, Hazelwood, MO 63042

Description:

Location:

On-site Hazelwood, MO (St. Louis) |

Manufacturing Environment Reports To:

CEO/ President (with support to Senior Leadership Team) Position Summary PFI InStore is seeking a highly professional, execution-driven Executive Assistant to provide direct support to the CEO and Senior Leadership Team. This role is critical to the smooth operation of the organization and requires a high level of discretion, ownership, responsiveness, and follow-through.

The Executive Assistant operates with significant independence and is expected to fully own assigned responsibilities, proactively manage priorities, and support leadership without selective engagement. This role interacts regularly with board members, customers, vendors, and employees across the organization and plays a key role in executive communications, governance support, and company-wide coordination.

Experience in a fast-paced manufacturing or operational environment is strongly preferred. Key Responsibilities Executive & Leadership SupportOwn and manage complex calendars for the CEO and Senior Leadership Team, including prioritization and conflict resolutionFacilitate weekly Leadership Team meetings, including agenda preparation, note-taking, action tracking, and timely distribution of meeting materialsPrepare meeting invitations, reserve conference rooms, and coordinate technology needsDraft, edit, and distribute company-wide communications on behalf of leadership, ensuring clarity, consistency, and professionalismExercise sound judgment when handling sensitive, confidential, and time-critical information Board & Governance Support Coordinate logistics and materials for Board of Directors meetingsAssist with the preparation of board presentations, documentation, and follow-up itemsMaintain accurate and confidential records related to governance and executive activities Strategic & Special Projects Provide administrative and coordination support for M&A activity, special initiatives, and executive-level projectsTrack deadlines, deliverables, and follow-ups to ensure timely execution Office, Facilities & Operations Support Serve as primary liaison with building landlord and facility-related vendorsCoordinate customer visits and Mobile Showroom visits, including logistics and on-site supportManage office supplies, distribute daily mail, and support overall office operationsManage content displayed on facility monitors/TVs Records, Contracts & Financial Administration Maintain accurate document retention systems with a focus on contracts and confidential recordsProcess and manage executive expense reporting with accuracy and timeliness Culture, Engagement & Community Serve as lead for company donations and charitable initiativesAct as team lead for the Social Committee, supporting employee engagement activities What Success Looks Like in This Role Demonstrates consistent follow-through and accountability on all assigned responsibilitiesMaintains a professional, service-oriented demeanor with executives, employees, customers, and external partnersAdapts quickly to shifting priorities without resistanceTakes ownership of outcomes rather than waiting for directionCommunicates clearly, proactively, and with appropriate discretion

Requirements:

Required Qualifications High School Diploma or equivalent required; Associate's or Bachelor's degree preferred 5-7 years of prior Executive Assistant experience, supporting senior or executive leadership Proven experience managing confidential information with discretion and professionalism Required Skills & Competencies Excellent written and verbal communication skills, including drafting professional communications for broad audiences Exceptional organizational and time-management skills with the ability to manage multiple priorities independently Strong attention to detail and problem-solving ability Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) Ability to work effectively in a fast-paced, operationally driven environment