Executive Administrative Assistant

*MUST BE US CITIZEN

SUMMARY:

The Executive Administrative Assistant provides high-level administrative support to the President and executive leadership team while ensuring the smooth operation of the office. This role includes coordinating executive schedules and competing priority projects, facilitating written and verbal communication on behalf of the executive team, and managing day-to-day office functions. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities and meeting deadlines.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Executive Support:

• Serve as the primary point of contact for the President and Vice President of Programs and Operations, managing calendars, appointments, agendas/itineraries, correspondence, company meetings, special projects, conference room schedules, meeting/event logistics
• Serve as secondary contact for VP Sales, Controller, Director of Operations, Director of HR with requested tasks, projects, planning.
• Coordinate travel arrangements, including flights, accommodations, and itineraries, for executives and managers
• Coordinate with other departments, vendors, or clients on behalf of the executive, ex: trade shows, building maintenance
• Create and edit documents, reports, and presentations for executive and company meetings
• Organize and attend meetings, taking notes and following up on action items
• Assists with technology set up for meetings and presentations
• Budget management related to expense tracking, reimbursements, financial reports
• Assists with or leading special projects, ensuring deadlines and goals are met
• Assists with preparing materials for board meetings or other high-level events

Maintains strict confidentiality with sensitive information.

Office Management:

• Oversee day-to-day office operations to maintain an organized and efficient work environment.
• Greet and assist visitors, customers, and vendors, ensuring a professional and welcoming experience in accordance with security/compliance guidelines
• Assist in sorting and filing receiving documents and other administrative paperwork

Order, distribute, and maintain office supplies, business cards, swag

• Ensure the organization and maintenance of office files, both physical and digital

Manage office vendor relationships, including office equipment servicing, janitorial services and supply procurement

• Coordinate emergency preparedness procedures, including maintaining visitor and employee accountability in case of evacuations
• Support HR/Talent Acquisition with scheduling interviews, coordinating onboarding, and assisting with new hire onboarding
• Perform data entry in HR and ERP systems and ensure proper organization of associated file structures on the company network

Additional Responsibilities:

• May address minor issues or escalating significant concerns to appropriate parties
• May serve as backup for processing payroll and/or benefits administration

SUPERVISORY RESPONSIBILITIES:

This position has no direct supervisory responsibilities; however, direction is provided in the spirit of organizing and prioritizing the tasks required to complete projects on time and within budget.

EDUCATION and/or EXPERIENCE:

• High school diploma or GED; associate or bachelor’s degree preferred
• 5 years of experience as an executive assistant supporting a team of executives

SKILLS and ABILITIES:

• Exceptional organizational, attention to detail and time management skills
• Excellent verbal and written communication skills
• Ability to manage multiple priorities, meet deadlines, solve problems
• Strong proficiency in MS Office (Word, Excel, PowerPoint, and Outlook)
• Professional demeanor and ability to handle sensitive information with discretion

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to stand and use hands to finger, handle, or feel. The employee is occasionally required to walk and reach with hands and arms. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, depth perception, and ability to adjust focus.

BENEFITS:

Medical, Dental, Vision, Life and Disability benefits starting your first day of employment. 120 hours PTO and 8 Paid Holidays. Eligible to participate in the company’s 401(k) plan after 90 days of employment

Job Type: Full-time

Pay: $64,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Application Question(s):

• Are you a confirmed US Citizen? (We are unable to take greencards at this time)
• What experience do you have managing calendars/coordination for executive members?

Experience:

• Executive administrative support: 5 years (Required)
• Office management: 5 years (Required)

Ability to Commute:

• Westminster, CO 80234 (Required)

Work Location: In person

Salary : $64,000 - $80,000