EXECUTIVE ASSISTANT

Job Title : Executive Assistant

Location : Brahms Construction Corporate Office, St. Louis MO (In-Person)

Position Type : Full-time

Reports To : President

About Brahms Construction :

Brahms is amongst the fastest growing General Contractors in St. Louis, Missouri, and is a core component of The Dover Companies, a vertically integrated healthcare organization with significant experience and expertise in the vibrant Senior Living market - which is the hottest market in the construction industry. We specialize in ground-up construction and renovations of Senior Living Facilities across the United States and our projects typically range from 60,000 - 200,000 square feet. Brahms has enjoyed incredible success and we are preparing for significant expansion.

Position Overview :

The Executive Assistant, reporting directly to the President will be responsible for providing comprehensive support to the President, ensuring efficient communication, seamless scheduling, and effective management of executive priorities. This role involves handling confidential matters, coordinating strategic initiatives, and ensuring the smooth operation of the executive office. The position plays a key role in maintaining organizational efficiency and supporting the overall leadership team in achieving company goals.

Key Responsibilities :

• Act as the primary point of contact for the President, ensuring professional communication via phone and email with high-level business leaders and stakeholders, and managing incoming communications on behalf of senior staff.
• Coordinate all aspects of meetings, including scheduling, organizing meeting rooms, greeting attendees, taking notes, summarizing action items, and following up with team members to ensure timely task completion.
• Draft, route, and respond to correspondence on behalf of the President.
• Prepare materials, conduct research, and organize logistics for speaking engagements, presentations, and other high-level meetings.
• In collaboration with the Office Manager, support the scheduling of Brahms' corporate events, including dinner parties, meetings, and related logistics for the President.
• Provide high-level administrative support by drafting documents such as letters, memos, invoices, and reports.
• Arrange travel and accommodations for the President, ensuring seamless logistics, and create detailed travel itineraries while anticipating last-minute changes and providing real-time solutions.
• Assist with managing and coordinating key projects the President is responsible for, ensuring timelines are met, tracking progress, and preparing updates for the President to share on.
• Handle sensitive information with the utmost confidentiality and discretion, supporting leadership in maintaining privacy in both professional and personal matters.
• Maintain an organized and up-to-date filing system (both physical and digital) for contracts, reports, and other important documents applicable to the President, ensuring they are easily accessible.
• Act as a liaison between departments and the President, ensuring smooth communication and coordination while prioritizing and escalating issues as needed.
• Build and maintain strong relationships with clients, stakeholders, and partners that regularly interact with the President. Assist with scheduling and follow-ups for client meetings to ensure consistent and professional communication.
• Optimize the executive's calendar by effectively allocating time for meetings, strategic planning, and personal commitments, while managing conflicts and proactively adjusting schedules as needed.
• Ensure that the executive's technology needs are met, including setting up presentations, troubleshooting issues with devices or software, and managing technical arrangements for virtual meetings.
• Assist in crisis situations by coordinating emergency actions, making arrangements, or managing logistics to ensure operations continue smoothly.
• Other duties as assigned.

Qualifications :

Working Conditions :

Apply now to be part of a dynamic team that values innovation, teamwork, and excellence.

We are an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, we will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective employees and incumbents to discuss potential accommodations with the employer.