Executive Assistant to Chief Executive Officer

Executive Assistant to Chief Executive Officer

Job Title : Executive Assistant

Location :

The Dover Companies Corporate Office, St. Louis, MO (In-Person)

Position Type : Full-time

Reports To :

Chief Executive Officer

Seniority Level : Mid‑Senior level

About The Dover Companies

The Dover Companies—comprising Cedarhurst Senior Living, Dover Development, Dover Capital, Dover Health, and Brahms Construction—specialize in the development, construction, and management of senior living communities throughout the Midwest. Our integrated approach enables us to create vibrant environments where seniors can thrive, supported by a full continuum of services designed to enhance their quality of life.

Position Overview

The Executive Assistant, reporting directly to the Chief Executive Officer (CEO) will be responsible for providing comprehensive support to the CEO, 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 CEO, 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 CEO.

Prepare materials, conduct research, and organize logistics for speaking engagements, presentations, and other high‑level meetings.

Provide high‑level administrative support by drafting documents such as letters, memos, invoices, and reports.

Arrange travel and accommodations for the CEO, 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 CEO is responsible for, ensuring timelines are met, tracking progress, and preparing updates for the CEO to share.

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 CEO, ensuring they are easily accessible.

Act as a liaison between departments and the CEO, 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 CEO. 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

Bachelor’s degree in a business or related field, preferred, with at least five (5+) years of experience in an executive support role.

Experience organizing meetings, events, and travel arrangements, including logistics and vendor coordination.

Knowledge of project management tools (e.g., Asana, Trello).

Excellent interpersonal, written, and verbal communication skills.

Exceptional problem‑solving, critical thinking, and attention to detail.

Highest degree of integrity, respect for confidentiality, professionalism, diplomacy, and discretion in all interactions.

Proven ability to manage sensitive, high‑priority, and non‑routine information.

Dependable, results‑oriented, and highly resourceful, with a strong sense of urgency and excellent judgment.

Outstanding organizational skills and the ability to prioritize tasks, adapt to unexpected requests, and meet deadlines in a fast‑paced environment.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and similar productivity software.

Experience with Adobe products, including Photoshop and Illustrator.

Working Conditions

Required to stand or move, communicate, and identify written information occasionally.

Occasionally required to climb or balance, stoop, kneel, crouch, or crawl and lift or move up to 50 pounds independently.

Position requires onsite work at the Dover Companies corporate office, located at 300 Hunter Ave, St. Louis, MO 63124.

Occasional longer hours, evenings, and weekend work will be required to support the CEO and meet deadlines.

Travel for this role is not anticipated but may arise. Anticipated potential travel does not exceed 10% of the annual work.

The role requires a high level of adaptability and ability to respond effectively to changing priorities or urgent requests.

Involved in all staff activities aimed at fostering teamwork, unity, and morale, working collaboratively with colleagues.

Required to stay current on all training and ongoing education initiatives and pursue self‑improvement opportunities.

Apply Now

Join a dynamic team that values innovation, teamwork, and excellence. Apply to be part of a company dedicated to creating vibrant environments for senior living communities.

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 encourage prospective employees and incumbents to discuss potential accommodations with the employer.

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