Executive Assistant IV

Executive Assistant

Location:

Fort Collins, CO Shift

Schedule:

9:00 AM – 5:00 PM EST Type:
Contract Duration: 6 months

The Executive Assistant is responsible for providing tactical and strategic administrative support to upper-level executives within the organization, scheduling appointments, managing calendars, handling phone calls and emails, and coordinating travel plans. The role serves as a key liaison between the executive and internal or external stakeholders, helping to streamline workflows, prioritize tasks, and support strategic initiatives. They play a critical role in maintaining organization, anticipating needs, and ensuring executives are prepared to meet business objectives.

Success in this role requires strong organizational skills, attention to detail, excellent communication, and the ability to manage multiple priorities in a fast-paced environment while maintaining confidentiality.

• Holds responsibility for performing basic tactical and strategic administrative support tasks for upper executive-level employees of the organization and is recognized as the top administrative employee in the department or division.
• Assists in scheduling appointments, meetings, and events for executives, maintaining their calendars, and sending reminders, and assists in reserving conference rooms, setting up audio-visual equipment, and preparing meeting materials.
• Answers phone calls, takes messages, responds to routine emails on behalf of executives, and filters and prioritizes incoming correspondence.
• Helps coordinate travel plans, including booking flights, hotels, ground transportation, and preparing travel itineraries.
• Provides general administrative support as needed, including photocopying, faxing, and mailing documents.
• Generates statistical and analytic reports for utilization by the organization for strategic planning in the administrative function and assists in preparing presentations with relevant insights for the executives.
• Acts as a primary point of contact between upper executive-level employees of the organization and internal/external stakeholders.
• Conduct basic research tasks, such as gathering information for reports or projects, in collaboration with relevant stakeholders.
• Drafts and formats routine documents, reports, and presentations, and proofreads and edits documents to ensure accuracy and compliance with company guidelines and policies.
• Coordinates the administrative work within the department/division, while working with other departments/divisions and companies.

Education & Experience Recommended

• High School Diploma/General Education Diploma (GED)/Higher Secondary education or commensurate work experience or demonstrated competence.
• 6-8 years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field.
• Experience supporting senior leaders (Director level and above preferred)
• Proven ability to manage complex schedules and priorities in a fast-paced environment

• Organization & Time Management: Ability to prioritize multiple tasks and meet deadlines
• Communication: Strong written and verbal skills; professional and polished tone
• Attention to Detail: High accuracy in documents, schedules, and data
• Problem-Solving: Proactively identify issues and implement solutions
• Discretion & Confidentiality: Ability to handle sensitive information with integrity
• Adaptability: Comfortable in dynamic, changing environments

• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Experience with collaboration tools (Teams, Zoom, Slack)
• Calendar and travel management systems
• Basic reporting and presentation development

• Strong relationship-building skills across all levels of the organization
• Professional presence and executive-level demeanor
• High level of accountability and reliability
• Customer-service mindset with a proactive approach

Impact & Scope Impacts department and leads and/or provides expertise to functional project teams and may participate in cross-functional initiatives. Complexity Works on assignments that are complex in nature and require initiative and technical/specialized knowledge to resolve problems and/or develop recommended solutions. Disclaimer This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc.

These may be subject to change and additional functions may be assigned as needed by management.