Executive Assistant Job at VantageLinks (St. Louis)

Job Description

Our client is hiring an Executive Assistant to the Chief Information Office (CIO). The Executive Assistant to the CIO is a high impact, trusted partner who keeps the CIO and the IT & Digital (IT&D) teams operating smoothly and efficiently. This person will manage complex scheduling, meeting preparation, internal routing, and cross department coordination with exceptional precision and confidentiality. This role also supports IT&D’s day to day operational cadence by managing processes, calendars, publishing clear communications, and maintaining organized systems that keep the department running seamlessly. The Executive Assistant is the trusted gatekeeper, workflow organizer, and communication hub that ensures the CIO and IT&D leaders have what they need when they need it. This is an ideal role for someone who thrives in a dynamic, high-trust environment, enjoys creating structure from complexity, and brings strong judgment, organization, and communication skills to every interaction.

Job Responsibility

Manage the CIO’s calendar, meetings, travel, and related logistics across Outlook and Teams
Prepare meeting materials and “prep packets,” ensuring the CIO is equipped with context, goals, and decision points
Maintain a real-time CIO action register and drive follow-up closure daily
Draft travel and meeting agendas and coordinate communications, correspondence, and sensitive routing with strict confidentiality
Serve as the central routing point for IT&D administrative tasks, ensuring work moves to the correct leaders and stays on track
Provide administrative support to multiple IT&D leaders as needed
Maintain organized digital filing systems (SharePoint/OneDrive) with disciplined version control
Manage IT&D’s internal process calendar (people processes, operational deadlines) and publish clear communications on what is due, by when, and by whom
Maintain a concise library of IT&D admin resources (templates, job descriptions, vendor artifacts, process notes)
Publish IT&D-wide communications regarding processes and deadlines including what is due and when, where it lives, and who owns next step
Administer purchase order workflows end-to-end, including approvals, submission, routing, and payment documentation
Partner with Accounts Payable on invoice processing, PO matching, and approval tracking
Maintain vendor agreements, renewal awareness, and key metadata
support vendor onboarding tasks (W-9s, contacts, billing setup)
Manage a vendor tracker with ownership, coding, renewals, and status updates
Support security-related procurement where the CIO is an approver, ensuring proper routing and documentation
Assist with expense reconciliation (coding clarifications, approval back-up) and supporting documentation when assigned
Maintain the IT&D job description library and ensure readiness for posting
Coordinate operational hiring steps, including job intake, routing to HR, postings, and required approvals
Schedule interviews, debriefs, and candidate logistics (calendars, Teams links, onsite details)
Track hiring workflow visibility for CIO and hiring managers (status, next steps, timing)
Route offer-package logistics between HR and IT&D leadership
Draft internal communications, memos, and departmental reports (status updates, procurement summaries, meeting recaps) as requested
Capture decisions, action items, owners, and deadlines for CIO and IT&D meetings
uphold meeting hygiene (agendas, clarity of decisions, action tracking)
Ensure sensitive documents are handled and stored appropriately with disciplined access control

Requirements

Bachelors degree required
Proven experience supporting senior executives in a high trust, fast paced environment
Strong written and verbal communication skills
Excellent organizational and time management skills
Ability to handle sensitive information with discretion and professionalism
Demonstrated ability to manage repeatable workflows such as approvals, deadlines, hiring logistics, and procurement processes with consistent, high-quality documentation
Comfortable engaging with internal stakeholders and external vendors, including confident follow up and escalation when needed

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Executive Assistant

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