Overview
Administrative Associate/Receptionist Jobs in Moberly, MO at Mid-Am Holdings, LLC
Join us in Telling the Stories of Santa’s North Pole!
The Lumistella Company is a global intellectual property company dedicated to bringing Santa’s North Pole to life for children around the world through consumer products, original entertainment and brand experiences. We are home to the most iconic and beloved Christmas brands of this generation including The Elf on the Shelf, Elf Pets, and Elf Mates.
The Executive Assistant plays a key role in supporting the President and Chief Operating Officer (COO) by assisting with schedule management, coordinating meetings, scheduling travel (both domestic and international), providing administrative support, and handling personal engagements.
Key responsibilities include planning and executing corporate and personal events, preparing high-quality correspondence and presentations, organizing business and personal filing systems, and coordinating complex travel arrangements. Additional duties include processing invoices, preparing expense reports, providing coverage support to other administrative roles, and assisting with project plans as necessary.
This role requires an organized, resourceful, and proactive individual capable of executing a broad range of administrative and personal tasks with the utmost professionalism and discretion.
The Executive Assistant will:
Manage and prioritize the President and COO’s calendar effectively, ensuring meetings and appointments are scheduled without conflicts. All meeting preparations are completed on time, meeting expectations for coordination.
Coordinate smooth and efficient travel arrangements, including itineraries, accommodations, and activities, with minimal last-minute changes.
Successfully plan and execute corporate and personal events, meeting timelines, budgets, and expectations.
Prepare high-quality and accurate correspondence, presentations, and meeting minutes that meet the expectations of the President and COO.
Respond promptly to emails, phone calls, and other communications, ensuring no delays in correspondence or scheduling.
Provide clear, professional communications that reflect positively on the President and COO, ensuring consistent satisfaction from senior executives, team members, external partners, and vendors.
Handle confidential personal, financial, and business information with professionalism and discretion, ensuring documents are properly stored and shared only with authorized individuals.
Maintain a high level of trust with the President and COO through careful management of sensitive matters, ensuring confidentiality in all communications and interactions.
Demonstrate accuracy in handling critical information, ensuring minimal to no errors in managing complex and sensitive situations.
Anticipate the needs of the President and COO, proactively resolving issues or completing tasks before they become urgent.
Successfully track, prioritize, and complete long-term projects.
Exhibit flexibility in adjusting priorities as new challenges arise, demonstrating resourcefulness in problem-solving and task execution.
Maintain an efficient and organized filing system for both business and personal documents, ensuring easy access and compliance with company policies.
Process invoices, manage receipts, and submit accurate expense reports, ensuring compliance with company policies and timely financial management.
Facilitate effective collaboration with other departments, external vendors, and business partners, ensuring smooth operations across the organization.
Be available after hours, including evenings, weekends, and holidays, as needed, ensuring time sensitive matters are addressed. (Note that we generally try to avoid an abundance of after hours requests, but when something is needed, we need a team member who is happy to jump in.)
Attend the office as required by the company’s Work from Home policy, including participation in the monthly office week and fulfilling the role’s responsibilities.
Continuously develop skills, such as proficiency in Microsoft Office Suite, SharePoint, and other relevant systems, to enhance performance in the role.
Protects company assets through the proper management of asset files and adherence to company policy with regard to information security and management.
If you want to be one of us…
The ideal candidate will bring:
Minimum of 7 years of experience as an Executive Assistant, with at least 2 years providing Personal Assistant support.
Comfortable adapting to the preferences of the executives whom they support.
Exhibits a high degree of flexibility and adaptability; Resourceful, can-do approach.
Advanced meeting minutes and note taking skills; Strong grammar and writing skills.
Strong presentation preparation skills.
Expertise in scheduling, travel planning, event coordination, and communication, with a focus on executive-level needs.
Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and SharePoint. Natural ability to learn new systems.
Strong organizational and time management skills; the ability to prioritize, plan, and execute tasks.
Demonstrates accuracy, thoroughness and attention-to-detail; Exhibits high levels of discernment in the performance of their work.
Exceptional communication skills, including writing, active listening, and the ability to follow instructions and provide clear feedback.
A demonstrated ability to handle sensitive, confidential, and classified information with professionalism and care, ensuring that trust is maintained at all times.
Ability to demonstrate professionalism and exhibit a high level of emotional intelligence.
Proactive, self-motivated, and resourceful with the ability to solve problems independently.
Strong interpersonal skills, capable of working effectively with various teams and departments.
Education requirements:
Bachelor’s degree in Business, Communications, English, Marketing, or a related field is preferred.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements. A full and complete copy of the Job Description is available upon request.
Want to Know More?
To learn more about our company, check out our web site at: www.Lumistella.com.
The Lumistella Company is an equal employment opportunity employer.
Title: Administrative Associate/Receptionist
Company: Mid-Am Holdings, LLC
Location: Moberly, MO
