Executive Administrative Assistant

Executive Administrative Assistant

Department: Corporate/Administrative

Employment Type: Full Time

Location: Denver, CO

Compensation: $80,000 - $100,000 / year

Overview: We are seeking a highly skilled and dynamic Executive Administrative Assistant to provide essential administrative and operational support to a team of senior executives. The ideal candidate will be a proactive self-starter, able to manage a diverse range of responsibilities, and have excellent organizational skills. This position requires someone who is mature, has a great sense of humor, exercises sound judgment, and is comfortable handling confidential information.

As an Executive Administrative Assistant, you will be responsible for a variety of office management, executive coordination, and event planning tasks. This role is critical to ensuring smooth operations, both in the office and for executive teams, while maintaining professionalism and discretion at all times.

Executive Administration

• Executive Scheduling and Calendar Management: Provide comprehensive calendar and diary management for CCDO and CPO, ensuring all appointments, meetings, and events are scheduled accurately and efficiently.
• Expense and Timesheet Management: Assist with timesheet entries, approval processes, and ensuring timely submission. Handle expense reports and approval for the supported executives, ensuring all documentation is accurate and processed promptly.
• Travel Coordination: Coordinate travel arrangements, including flights, accommodations, and ground transportation for supported executives as needed.

Event Coordination

• Summit and Event Planning: Manage logistics for various summits, including HR Summits, Marketing Summits, Operating Partner Summits, M&A Office Visits, and Lunch & Learns. This includes handling all aspects of planning, from venue selection to catering and transportation.
• Logistics for Denver-based Events: For events hosted in the Denver area, manage local logistics, including transportation arrangements, accommodations for attendees, catering coordination, and event setup.

Office Management & Facilities Support

• Facility Management: Help oversee the cleanliness of the office, including kitchen area and supplies. Ensure the office is stocked with essentials, such as snacks and beverages, and coordinate restocking when supplies are low. Handle security access for visitors of supporting executives and ensure smooth check-ins.
• Mail and Courier Management: Handle incoming mail and courier packages. Take responsibility for distributing mail and packages when necessary, including when Anna (current point of contact) is out of the office.
• Meeting Room and Guest Access Scheduling: Coordinate the scheduling of meeting rooms to the supported executive team and ensure that guest access is properly arranged as per the supporting executive team’s requirements.

• Experience: Minimum of 3-5 years in an executive administrative or office management role, ideally supporting C-suite executives or senior management.

Skills & Abilities:

• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent communication skills, both written and verbal, with the ability to interact professionally with executives and clients.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), and comfortable using office technology (e.g., video conferencing platforms).
• Ability to maintain discretion and confidentiality in a fast-paced, high-pressure environment.
• Problem-solving mindset and ability to think proactively to resolve challenges.
• Experience in event coordination, especially handling logistics for corporate summits and business-related events.

Personal Attributes:

• Self-Starter & Proactive Problem Solver: The ideal candidate must be someone who takes initiative and anticipates needs before they arise, managing responsibilities without needing constant supervision.
• Mature & Discreet: The candidate must have a high level of maturity, with the ability to exercise sound judgment in various situations, understanding when discretion is necessary.
• Sense of Humor & Positive Attitude: Must…