Executive Assistant

Administrative Services Lakewood,Colorado
Salary: USD 80000 - 110000 Annually

Provides secretarial/administrative support directly to executives, exercising confidentiality, tact and diplomacy. Uses business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc. May prepare responses to routine correspondence and inquiries. Receives, screens and directs incoming calls, visitors, mail and email. Maintains files, records, calendars and diaries. Arranges business travel, coordinates meeting arrangements and tracks expenses.

Participates in the development and implementation of secretarial standards, policies and practices for the organization.

Provides various office and location support activities. Identifies, enhances and follows specific processes and procedures to maximize the efficiencies of the business to which the support is being provided; ensures the correct functioning of facilities, office and/or business support services.

• Has advanced and specialized expertise, typically developed through a combination of job-related training and considerable work experience.
• May act as a lead, coordinating and facilitating the work of others, but is not a supervisor.
• Works autonomously within established procedures and practices.
• May support the development of new and innovative solutions to complex problems.

Provides administrative support for divisional executive team, including the Division President. Performs advanced, diversified and confidential duties that may be administrative in nature or project based. Work requires broad and comprehensive experience, skills and a thorough knowledge of organization policies and practices. Prepares correspondence, reports, presentations, etc. Sets up meetings and may act as proxy for superior. Requires sufficient skills to communicate effectively with peers and senior level management staff.

Performs complex tasks requiring the consideration of multiple variables to determine proper course of action. While tasks are complex, most decision-making can be made within pre-determined approaches. May lead and provide functional guidance to lower level support employees. Works under general guidance/supervision.

• Provides administrative support to an executive team.
• Stays abreast of the executives’ priorities and constraints, managing their calendar and appointment schedule appropriately.
• Works with a high degree of independence; maintains a forward-looking view of executive priorities and addresses demands directly to ensure deadlines are met; prioritizes requests for appointments, emails, and telephone calls based on knowledge of the executive’s needs.
• Receives and triages electronic correspondence and phone calls.
• Manages calendars, making sure that important meetings can be booked in a timely manner.
• Plans travel schedules and provides support during travel as needed to ensure a seamless experience; processes and tracks expense reports and reimbursements.
• Prepares meeting materials including agendas, pre-reads, discussion materials, minutes, and action logs.
• Manages virtual meeting logistics, including agendas, technical setup, and follow-up documentation.
• Proofreads documents and reports, providing careful editorial feedback.
• Prepares professional communications on behalf of executive team members including emails and memos.
• Coordinates and prepares high-quality presentation materials for varying levels of meetings.
• Serves as a liaison between executives and key internal/external stakeholders, ensuring effective communication and timely follow-up.
• Takes initiative to follow up with stakeholders at all levels of the organization, provides prompts and reminders, and removes administrative roadblocks that interfere with obligations and deadlines.
• Provides coordination for special and, at times, large events including scheduling, hotels, meals, itineraries, flights, other transportation, and activities.
• Builds highly effective, collaborative, and productive relationships across the organization and at all levels.
• Identifies opportunities to streamline administrative processes and implements best practices to improve efficiency.

• High school diploma, GED, or equivalent experience

• 4+ years related experience
• Prior experience in multi-location or matrixed organizations
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• Experience with advanced Microsoft Office Suite and collaboration platforms (Teams, Zoom, SharePoint, Navan, etc.).
• Proven ability to manage multiple priorities in a fast-paced environment with limited direction.

• Time Management
• Detail Oriented
• Oral and Written Communication
• Confidentiality
• Organization Skills

The base salary compensation - $80,000- $110,000, exclusive of benefits or bonuses (discretionary and non-discretionary), will be determined based on factors such as geographic location, business need, market conditions, proficiencies,…