Employment Services
We help you find the correct IT placement
Executive Assistant
St. louis, MO 63146 | Work from home flexibility
Posted: 03/19/2026
Employment Type:
Direct Placement
Job Category: Human Resources
Job Number: 17504
Job Description
Executive Assistant
Adaptive Solutions Group is a premier provider of information technology personnel. We provide a variety of technical professionals for contract, contract-to-hire, and direct placement positions with companies throughout the St. Louis and Kansas City areas.
ASG is seeking an Executive Assistant to join our team.
Responsibilities
- Provide high-level administrative support to senior leadership, including calendar management, meeting scheduling, and conflict resolution
- Coordinate and oversee company meetings, leadership events, and annual organizational gatherings, including logistics, communication, and budget support
- Keep leadership informed of upcoming commitments, deadlines, and responsibilities to ensure timely preparation and follow-up
- Manage expense reports and support compliance with internal policies and procedures
- Arrange and coordinate complex travel plans, including flights, lodging, transportation, and detailed itineraries
- Compile, organize, and prepare documents, materials, and presentations for meetings and conferences
- Serve as a primary point of contact between senior leadership, internal stakeholders, and external partners, ensuring clear and professional communication
- Oversee company event planning and budget coordination for internal and external functions
- Support community engagement and charitable giving coordination aligned with organizational priorities
- Manage employee engagement or recognition programs and related initiatives
- Supervise administrative support staff, delegate tasks, and help ensure efficient office operations
- Oversee office maintenance, workplace planning, and space coordination to support operational efficiency
- Continuously review and improve policies, procedures, and administrative workflows
Required Qualifications
- Strong experience providing executive-level administrative support
- High level of proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint
- Comfortable using a variety of technology tools, devices, and business applications
- Strong organizational and time management skills
- Strong problem-solving and critical thinking abilities
- Ability to manage multiple priorities and maintain attention to detail in a fast-paced environment
- Ability to handle sensitive information with a high level of confidentiality and discretion
- Strong written and verbal communication skills
- Ability to work independently while supporting senior leaders and broader operational needs
Preferred Qualifications
- Bachelor’s degree preferred
- Experience supporting executive teams in complex, fast-paced business environments
- Experience coordinating events, travel, budgets, and internal communications
- Experience supervising administrative staff or coordinating office operations
- Familiarity with document templates, office systems, and process improvement efforts
Adaptive Solutions Group offers a competitive compensation and benefits package that includes medical, dental, short-term disability, long-term disability, life insurance, 401(k), paid vacation, and holidays.
Role Overview
• Walk me through a typical day?
This role provides high-level executive support to the President and executive leadership team. A typical day includes managing complex calendars, coordinating meetings, and ensuring leadership is prepared for upcoming commitments. The EA will serve as a key point of contact across internal and external stakeholders, manage communications, and prepare executive-level materials including presentations and board decks.
The role also includes planning and executing company events (including the annual meeting), coordinating travel, managing expense reporting, and supporting company initiatives like Heart @ Work and charitable efforts. Additionally, this person will oversee the Administrative Assistant and help drive operational efficiency across office functions.
• Tools & Technology used?
- Microsoft Office Suite (Word, Excel, Outlook, PowerPoint – strong emphasis on PowerPoint)
- Mobile platforms (iPhone, iPad, Microsoft Surface)
- AIA software and PARIC templates
- Social media platforms (LinkedIn, Twitter)
• Any MUST HAVE technical skills?
- Proven experience supporting C-level executives (President, COO, Executive Team)
- Advanced Microsoft Office skills, especially PowerPoint (building executive-ready presentations)
- Strong calendar management and complex scheduling experience
- Event planning and budget management experience
- Strong organizational, problem-solving, and critical thinking skills
- Ability to handle highly confidential information with discretion
• Team Size & Structure?
- Direct support to President and Executive/Sector Leaders
- Supervises 1 Administrative Assistant (early in career)
- Highly cross-functional role interacting with multiple teams and stakeholders
• Culture, Environment & Characteristics?
- Team-oriented, collaborative culture aligned with “Power of One Team”
- High-visibility role requiring strong interpersonal skills
- Fast-paced environment supporting executive leadership
- Community-focused organization with strong philanthropic involvement
- Seeking someone outgoing, positive, and service-oriented who enjoys being outward-facing
• Key selling points about the job?
- High-impact, visible role working directly with executive leadership
- Opportunity to own and create executive-level presentations and materials
- Leadership opportunity with direct people management responsibility
- Involvement in major company events and community initiatives
- Stable, well-established company with strong reputation in the Midwest
- Long-term career opportunity for someone passionate about the Executive Assistant career path
Project Details
• Why is the position open – Specific Project / Growth / Backfill?
Open due to ongoing business needs and the importance of dedicated executive-level support as the organization continues to grow.
• What are the specific details of the project?
- Provide day-to-day executive support to President and leadership team
- Prepare executive presentations and board materials
- Lead coordination of companywide events and annual meeting
- Manage executive communications, scheduling, and travel
- Oversee event budgets ($200K–$300K)
- Support internal programs and philanthropic initiatives
- Supervise Administrative Assistant and improve internal processes
Interview Process
• How many steps to the process?
1–2 steps
• How long has the job been open?
Newly opened
• Have you done any other interviews?
No
• Where have other candidates fallen short?
- Lack of tenure/stability (frequent job changes)
- Limited experience supporting true executive-level leadership
- Not having a strong, outgoing or service-oriented personality
- Lack of people leadership experience
- Limited experience creating (not just coordinating) executive presentations
- Not demonstrating discretion or professional maturity
- Candidates viewing the role as a short-term stepping stone rather than a long-term EA career
• If I showed you a resume today, how quickly could you speak with them?
ASAP – quick turnaround
• If the interview goes well, how quickly can you hire & onboard them?
Quick turnaround for the right candidate
Interviewers:
- President
- Executive Leadership Team
Miscellaneous
• Have you contacted other agencies?
No – only Adaptive
• Compensation
- Base salary up to ~$90K (depending on experience and fit)
- 10% bonus opportunity
Job Requirements
EA
