Executive Assistant

Position Summary

Employee Services provides the CU community with excellent services from recruitment to retirement. This office provides technical expertise while administering benefits, professional development, payroll, individual tax management, and strategic HR programs. The functional areas of Employee Services include Payroll, Technologies, Benefits, Retirement, Financial Education, Learning and Development, International Tax and Human Resources. The Executive Assistant to the Chief Human Resources Officer (CHRO) is responsible for a broad range of administrative duties in support of the CHRO and their direct leadership team.

This position manages the day-to-day administrative requirements of the CHRO and works closely with departments within System Administration as well as internal constituencies of the university community. This position provides scheduling support to the leadership team of Employee Services. This position performs a broad range of professional staff and communications functions to ensure the maximum performance of the CHRO, acts independently and exercises initiative to achieve organizational goals and objectives.

This role is expected to work in the office 4 days a week at 1800 Grant St., Denver, CO, and one day a week from home.

• Serves as primary point of contact for all CHRO related matters, including highly confidential and time sensitive items.
• Ensures prioritization of meeting requests and determines appropriate course of action while exercising judgment to reflect CHRO’s style and university policy.
• Coordinates the CHRO’s time, scheduling, and calendar to optimize efficiency.
• Actively resolves complex conflicts that may arise with scheduling.
• Responsible for prioritization and problem resolution regarding scheduling.
• Serves as a liaison to the CHRO and external constituents.
• Monitors and manages CHRO’s email to aid the CHRO.
• Coordinates travel arrangements including airfare, hotel and accommodations, vehicle rentals, event scheduling, etc.
• Processes and completes travel forms and other reimbursements for travel and events.
• Responsible for preparation of agendas, presentations, and miscellaneous meeting materials for scheduled meetings, as well as capturing and tracking action items.
• Facilitates communication and routing of time-sensitive items while the CHRO is out of the office, acting on their behalf as needed.
• Coordinates specific meeting arrangements including cross-campus leadership meetings.
• Follows established processes to respond to Regent requests, resolve issues, and expedite referrals to the appropriate office for follow-up, while gathering necessary materials as needed.

• Responsible for planning and managing all aspects of Town Hall events in collaboration with the planning team, including:
• Scheduling planning meetings and Town Hall dates, ensuring leadership availability, and coordinating pre-event dry runs and viewing parties.
• Creating agendas for planning meetings and Town Halls, transcribing and sharing notes, action items, and key dates, and collecting and distributing presenter materials.
• Managing all communications with guest speakers, tracking RSVPs, reporting participation status to the planning team, and providing ongoing support throughout the event.
• Developing and finalizing the master PowerPoint slide deck ahead of the dry run.
• Performing other duties requested by the planning team.

• Routes customer requests to appropriate ES departments.
• Actively participates on the Employee Services employee engagement committee collaborating and planning in the following areas:
• Employee Recognition
• Virtual All Staffs
• Annual Retreat
• Team lunches
• Focus Fridays
• Other engagement initiatives
• Supports and coordinates with the Employee Services leadership team with scheduling needs.
• Provides onboarding support in the following areas:
• Create I9 form in Hire Right
• Send onboarding communications to new employees and hiring managers
• Set up all onboarding appointments for new hires and send Outlook invites
• Maintain onboarding documentation in On Base
• Attend weekly onboarding meeting
• Provides…