Executive Assistant

Pay Range: $50,000 - $54,000 per year

Location: Lakewood, CO

Target Fill Date: December 31, 2024

This role is key in supporting Senior institutional leaders as well as providing high level administrative support to the Leadership Team. It is crucial that the owner of this role plans, anticipates preemptive needs, and responds appropriately in a fast-paced environment. The owner of this role must act professionally while engaging with all members of the RMCAD community and outside entities as they represent not only the Office of the President but all members of leadership. Confidentiality is a necessity in this role.

Essential Duties And Responsibilities

• Calendar management, meeting management, documentation, and perform tasks to be identified
• Schedule and manage large meetings (ex. All Hands, manager meetings). This includes catering, event planning, RSVPs, etc.
• Process expenses for designated members in leadership
• Support Human Resources with administrative tasks and support employee culture initiative (Birthday calendar messages, scanning and/or uploading documents to Kronos, assist with onboarding duties as needed)
• Participate in cross-training for certain administrative roles at RMCAD
• Assist and support employee culture initiatives both in-person and virtually
• Management, prioritization, and delegation of critical tasks
• Managing email correspondence for President, RMCAD Administration, Human Resources, when appropriate
• Draft staff and faculty oriented communications on behalf of the President or Human Resources, when appropriate
• Update and audit Resource Hub and assigned pages on the RMCAD website
• Supporting the RMCAD community by directing requests and issues to the appropriate channel
• Filter requests from various visitors/contacts to the President and other members of the executive team with an understanding of when it may be appropriate for a member of the executive team to become involved
• Assist in compliance and accreditation tasks/needs
• Organize travel, reservations, entertainment
• Assist and support large events (ex. employee appreciation, ARTYs, retreats)
• Communicate with the appropriate party (President, HR, Legal) any interactions or 2nd hand information that may be crucial to the environment, student experience, or may present a liability to RMCAD
• Support new hires of leadership or executive roles (Onboarding process outside of HR)
• Manage departing executive calendars, emails, and, events
• Assist in budget planning and management for OPEX for the executive budget
• Support the President and Executive Team to meet deadlines of tasks to be performed by all of management (ex. performance reviews, expenses, surveys)
• Process data for executive consumption and departmental consumption (ex. employee survey results, performance review results, meeting decks/information)
• Be proactive while understanding and following proper protocol, especially involving crisis management and communication
• Determine, present, and execute process improvements
• Draft and enact appropriate SOPs for executive processes and human resource processes
• Support the Business Office and Student Accounts to ensure checks are signed by appropriate executives
• Stay informed of standard practices that directly affect/support higher education (ex. Title IX updates, trends, industry news)
  
  

Working Environment and Conditions

This role will primarily work in-office on the RMCAD campus. Hybrid option is available in a limited capacity. The owner of this role is also expected to attend certain RMCAD events, often identified and agreed upon with the Campus Director and/or the President.

Physical Requirements

The work environment is a typical office environment which may include moderate noise, the need to lift items up to 25 pounds, extensive time sitting and working with computers. Other times the owner of this role will need to partake in walking the campus, visiting other locations as a representative of RMCAD and/or the President, and interacting with a number of individuals, both part of RMCAD and part of the general public.

This job description is intended to describe the general nature and level of work performed by employees assigned to this classification. It is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Management retains the right to add or change the duties of the position at any time.