Executive Assistant

Barry Wehmiller Company - Clayton, MO

Full-time - Entry Level

Clayton, MO

10,001+ employees

Machinery Manufacturing

About the position

The Executive Assistant will play a crucial role in supporting the Forsyth team, which is part of BW Forsyth Partners, a St. Louis-based investment firm. This position requires a proactive individual who can manage complex travel arrangements, maintain calendars, handle data entry, oversee office operations, and coordinate hospitality and event planning. The ideal candidate will have previous experience supporting senior executives and must be able to thrive in a busy and dynamic environment. Given the nature of the role, the Executive Assistant is required to be on-site full-time. In this role, the Executive Assistant will provide comprehensive support to three partners and the broader Forsyth team. Responsibilities include managing calendars for senior team members, coordinating internal and external meetings across various time zones, and scheduling both domestic and international travel. The Executive Assistant will also be responsible for maintaining international travel documents, assisting with travel visas, and monitoring passport expirations. Additionally, the role involves collating and binding marketing materials, fielding calls, and collaborating with other executive and administrative assistants on various projects. The Executive Assistant will also manage office operations by ordering supplies, maintaining records, and ensuring the smooth functioning of office processes. Hospitality and event planning are key components of the role, including welcoming clients and guests, organizing team events, and providing a welcoming experience during meetings and gatherings. Furthermore, the Executive Assistant will support deal outreach efforts by entering data into the DealCloud CRM system, tracking meetings, and assisting with outbound marketing initiatives. The role may also involve special projects as needed, reflecting the versatile nature of the team at BW Forsyth Partners. Overall, this position is integral to the firm's operations and requires a detail-oriented, organized, and proactive individual.

Responsibilities

• Provide support for three Forsyth partners and team at-large in various capacities
• Calendar management for three senior members of Forsyth team
• Coordination of internal and external meetings across various time zones
• Schedule, book, and coordinate domestic and international travel (including flights, ground transportation, hotels, meal reservations)
• Maintain international travel documents for team members, assist with travel visas, monitor passport expirations
• Collation and binding of various marketing materials
• Fielding calls and forwarding requests to appropriate team members when necessary
• Work closely with other Executive and Administrative assistants within the organization on collaborative projects
• Coordination of audio and video calls using Teams, Webex, and/or Zoom
• Weekly Research Report creation and distribution to Executives (in CapIQ - Economy, BW Customers and Competitors, MSI Weekly)
• Order office supplies (promotional items, office supplies, snacks, drinks)
• Maintain office records
• Ensure smooth functioning of processes and office environment
• Liaise with Executive Assistants, leaders, and outside vendors
• Welcome clients and guests, provide a welcoming hospitality experience (including lunches, breakfast, coffees, dinners)
• Plan and organize seamless team events, dinners, lunches, holiday parties, and off-sites for Forsyth and platform companies
• Data entry through DealCloud CRM system
• Tracking meetings and updating information in the DealCloud CRM system
• Shipping (FedEx, UPS) of various documents and marketing materials
• Assist with outbound marketing and deal opportunities (including letter and book packages, banker holiday gifts)
• Support VP of Partner Engagement on internal communication filter and other administrative activities that support marketing, business development, and shareholder experience
• May be tasked with additional responsibilities and projects to aid in firm delivery and performance.

Requirements

• Previous experience from a similar profession/corporate background
• Experience working with a CRM
• Solid experience of travel and calendar management
• Ability to multi-task, prioritize, and keep organized
• Positive mindset with problem solver 'can do' attitude
• Strong verbal and written communication skills
• High degree of integrity, professionalism, and diplomacy
• Proactive and conscientious with an eye for detail
• Strong skills in Microsoft Office
• Comfort working independently