Executive Assistant

Position Overview The Executive Assistant reports directly to the CEO of Walther Ventures and provides administrative and operational support across Walther Ventures and its affiliated businesses. This is a W-2 employee position. The position is designed around a flexible 32 to 40-hour workweek . The position is hybrid and based at our South County office: 4173 Crescent Dr., Suite D St. Louis, MO 63129 In-office work is preferred most days because the Executive Assistant will work closely with the founders, interact with clients and visitors, and support day-to-day business operations. However, we value flexibility, and some work may be completed remotely when appropriate. The position does not need to follow a rigid four-day or five-day schedule. We are primarily looking for someone who can maintain reasonable availability during the business week, communicate reliably, and ensure that responsibilities are completed. Experience in a similar professional support position, such as Executive Assistant, Administrative Assistant, Personal Secretary, or a comparable role, is required . This will initially be Walther Ventures' only full-time staff position outside of the founders. As a result, the successful candidate must be comfortable working in a small-business environment where responsibilities do not always fit neatly within departmental boundaries. Some tasks will require judgment, coordination, and significant responsibility. Others will simply need to get done. We expect to add contractors and other staff as the organization grows, including contracted support for routine office cleaning. However, the Executive Assistant will remain responsible for helping ensure that the office and day-to-day administrative environment function smoothly. As this role is attached personally to the CEO, it will extend to assisting him in roles and activities outside of Walther Ventures and its subsidiaries. For example, it will include supporting him in his role as president of the Apostolate for Marital Intimacy, a soldier in the Army National Guard, and as a officer in the Delta Kappa honor society. As Walther Ventures continues to grow, there may be opportunities for increased responsibility and leadership. Primary Responsibilities Responsibilities will evolve over time but may include: Executive Administration Manage and organize executive email correspondence. Draft professional emails and other written correspondence. Prioritize incoming requests and identify items requiring executive attention. Monitor calendars and assist with scheduling. Organize digital files and documentation. Track deadlines and follow-up items. Business Operations Assist with bookkeeping administration using Xero. Help reconcile financial accounts and organize financial documentation. Coordinate billing and invoicing between Walther Ventures, its affiliated businesses, and external organizations. Track recurring expenses and administrative tasks. Assist with vendor communication and coordination. Project Coordination Track multiple ongoing business projects simultaneously. Maintain project lists and next-action items. Follow up with vendors, accountants, contractors, and other business partners. Help ensure projects continue moving forward without requiring constant executive oversight. Corporate Administration Assist with insurance renewals, business filings, licenses, and corporate records. Coordinate with accountants, attorneys, banks, and other professional service providers. Maintain organized records across multiple business entities. Office and Client Support Help maintain a professional, organized, and welcoming office environment. Check and process incoming mail on days working in the office. Help ensure the waiting room and client-facing areas remain presentable. Greet and appropriately assist clients, visitors, vendors, and other guests when needed. Monitor basic office supplies and identify items that need to be ordered or replenished. Assist with receiving packages and deliveries. Perform routine tidying and light office upkeep as needed, including tasks such as taking out trash, wiping down shared surfaces, and addressing minor messes rather than allowing them to accumulate. Identify day-to-day office needs and address them independently when appropriate. Property Administration Coordinate communication with property managers, contractors, warranty providers, and service vendors. Track repairs, maintenance requests and related documentation. Systems Improvement Help document recurring business processes. Recommend improvements that increase efficiency and reduce administrative burden. Assist in building sustainable systems that support future growth. The Ideal Candidate The ideal candidate: Has previous professional experience in an Executive Assistant, Administrative Assistant, Personal Secretary, or comparable support role. Is exceptionally organized and attentive to detail. Exercises good judgment and discretion. Communicates professionally in writing and conversation. Enjoys solving problems independently. Learns new software quickly. Thrives in an entrepreneurial environment where priorities and projects can change. Anticipates needs rather than waiting for detailed instructions. Can move comfortably between administrative details and larger projects. Is willing to take ownership of both significant projects and ordinary day-to-day tasks. Notices what needs to be done and takes appropriate action. Takes pride in helping others succeed behind the scenes. Can handle confidential business and personal information with discretion. Values flexibility while remaining dependable and responsive. Understands that in a small organization, accomplishing the mission sometimes means handling tasks that would belong to separate departments in a larger company. Preferred Qualifications In addition to the required experience in a comparable administrative support role, preference may be given to applicants with experience in one or more of the following: Small business administration Bookkeeping or financial administration Xero accounting software Google Workspace Project coordination Vendor management Property management Supporting entrepreneurs or small business owners Technology Requirements Applicants should: Be comfortable using Google Workspace and cloud-based software. Be able to quickly learn new technology platforms. Have reliable internet access for remote work. Be comfortable working across multiple digital systems and business accounts. Schedule, Compensation, and Benefits This is a full-time W-2 employee position with an anticipated start date of October 19, 2026 . Starting salary: $35,000-$38,000 annually, depending on experience and qualifications. The position is designed around a 32 to 40-hour workweek . Scheduling offers considerable flexibility rather than requiring a rigid four-day or five-day schedule. However, regular availability during the business week and reliable communication are important. Walther Ventures believes flexibility and time away from work are important to sustainable long-term performance. The position includes a flexible paid-time-off structure rather than a traditional accrued vacation bank. Employees are encouraged to take at least four weeks of paid time off annually , while coordinating time away with business needs and responsibilities. Additional benefits include or may include: Health insurance, available as an option for employees who wish to participate. Retirement benefits, available as an option for employees who wish to participate. Paid company holidays. Hybrid work and flexible scheduling. Opportunities for increased responsibility and compensation as the role and company grow. Specific benefit elections and applicable employee contributions will be discussed during the hiring process. Success in This Role Within the first six months, the successful candidate will: Become a trusted administrative and operational partner to the founders. Keep executive correspondence organized and current. Ensure important projects continue moving forward without constant reminders. Help maintain accurate financial and administrative records. Maintain an organized and professional office environment. Build systems that improve the efficiency and organization of Walther Ventures. Develop a strong understanding of the different businesses and organizations supported by Walther Ventures. Identify routine administrative and operational needs and address them with increasing independence.Meaningfully reduce the founders' administrative workload, allowing them to focus on client work, strategic growth, and responsibilities that require their direct involvement. #J-18808-Ljbffr