Executive Assistant

Location: Colorado Springs, CO

Schedule: Full Time

Salary: $45K-$60K

OVERVIEW

Caribou Thunder is seeking an Executive Assistant to directly support the C.E.O. This dynamic position requires the ability to anticipate needs, think critically, offer solutions to problems with a high level of professionalism and confidentiality for internal and external constituents. This role will serve as a liaison to senior management team members, organize and coordinate executive level outreach, manage a broad variety of executive level tasks that facilitate the CEO’s ability to effectively lead the organization, and be a critical point of contact for internal and external stakeholders, including high-level government officials, international dignitaries, and other important domestic and national leaders.

SECURITY CLEARANCE

Ability to obtain secret security clearance

RESPONSIBILITIES

• Provide with the highest level of discretion and diplomacy, a wide range of executive assistance, and administrative support to the C.E.O. in managing key relationships with high-level stakeholders.

• Manage C.E.O.’s schedule and prioritize workflow: Remind the C.E.O. of upcoming meetings and resolve related conflicts and competing demands. Proactively inform the C.E.O. of any changes, issues, or concerns that may impact daily activities and/or schedules.

• Maintain C.E.O.’s day-to-day calendar: Schedule meetings/appointments with precise time management (including informing participants; logistics such as conference room reservations, catering arrangements, manage and deconflict scheduling issues, solicitation of all necessary documentation for preparation of meetings, events, speaking engagements.

• Prepare, manage, coordinate, execute and disseminate all necessary files (spreadsheets, PDF’s, presentations, proposals, financial reports, legal files, state/federal compliances, etc.) to be clearly organized in SharePoint and communications posted and followed up with superior timely.

• Taxes: Maintain filings with Secretary of State for all states we conduct business as well as filing annual reports for each state that it is required. Provide information to C.F.O., Finance Director and Company Accountant as required.

• Ensure the C.E.O. has all necessary information, background materials, prepared research data for meetings, speaking engagements, travel, and events to ensure on-time and high-quality outcomes.

• Plan and coordinate C.E.O., management team, employee, VIP travel and related logistics, including flight/hotel/transportation reservations, visa requests, and submission of all travel expenses.

• Responsible for all training, materials, arrangements, software platforms (BambooHR, Adobe DC, MS Suite, SharePoint), maintain all security/clearance certifications and requirements.
• Accept and screen calls for C.E.O. and ensure appropriate follow-up occurs.

• Sales/Marketing/Branding
  • Coordinate events branding the company.
  • Assist with Social Media posts.
  • Assist in the preparation of company presentations using presentation software and coordinate with printer for the printing and binding of same.
  • Assist with development of company event logos.

• Proposal Support

• Financial
  • Research purchases to ensure the company is receiving the best possible value.
  • Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
  • Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
  • Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
  • Managing up to $100K petty cash monthly budget
  • Order all equipment for the company (cell phones, laptops, monitors) and office supplies.

• Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the global operations of the company.

• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization.

• Arrange travel and accommodations for executives. Prepare expense reports.

• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.

• Excellent communication and time management skills; proven ability to meet deadlines.

• Ability to function well in a high-paced environment; performs additional duties as assigned by executives.

• Draft and prepare correspondence for internal announcements, board meetings, and organizations that the executive is involved with.

• Be responsive to emails/texts/phone calls, with contact outside normal business hours.

• Use discretion, confidentiality, and good judgment to handle C-Level matters.

• Represent the company and the Executive in a positive light through great follow-through skills and sound judgment.

• Conserve the Executive's time by reading, researching, collecting and analyzing information as needed, in advance. 

• Complete ad hoc projects as assigned – such as personal events and/or family needs.

• Input for data reports for CEO.

• Data input for daily/weekly/monthly/annual reporting.

• Human Resources
  • Point of contact for all employees answering questions as needed in a timely manner.
  • COVID – responsible to tracking COVID requirements by Customer and ensuring employees are complying with same.
  • Onboard employees in the absence of the Recruiting Coordinator.
  • Point of contact for Health Benefits to include questions, enrollment, and open enrollment for the company.
  • Handle employee sensitive information and maintain complete confidentiality.

• Back Up Support
  • Assist in payroll when Finance Office is gone.
  • Assist with onboarding employees in the absence of the Recruiting Coordinator.
  • Assist in the Sourcing/Recruiting process as needed.
  • Assist with IT support in the absence of the IT department to include building computers.
  • Provide Indeed Admin support to purchase additional contacts for the sourcers and recruiters.

• Provides a bridge for smooth communication between the C.E.O.'s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the C.E.O. updated.

• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the C.E.O., some of which may have organizational impact.

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

QAULIFICATIONS

• Significant executive support experience, including supporting C-level executives. Nonprofit board experience is highly preferred.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information. Excellent judgment is essential.
• Ability to switch gears at a moment’s notice.
• Strong written and verbal communication, administrative and organization skills.

ABOUT CARIBOU THUNDER

Caribou Thunder, LLC is a Woman Owned, HUBZone Certified, Native American Owned, SBA and SDB Certified global engineering services company, incorporated in 2006. Caribou Thunder is a Global Service Provider supporting a wide variety of DoD, Space, and Intelligence programs with consistent growth since inception to over 100 associates and $10M in annual sales with solid performance in 35 states across the U.S. and 22 countries around the world.

Caribou Thunder, LLC is an established Defense contractor with nearly 20 years of experience delivering engineering services worldwide. We offer industry leading salaries, flexible work life balance, full range of benefits (career development and mentoring, PTO, medical, dental, vision, life insurance, disability insurance, and 401k match). Caribou Thunder, LLC offers meaningful career opportunities within a true team-based environment, where every employee matters, contributing to a higher goal supporting National Security programs. Caribou Thunder, LLC is committed to hiring and maintaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action-Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, genetic information, marital status, national origin, age, veteran status, disability, or any other protected class. United States citizenship is a requirement for all positions.

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