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Featured Employers
Executive Administrative Assistant (JO-2209-176061)
Company: Ultimate Staffing Services
Location: Denver, CO
Employment Type: Full Time
Date Posted: 02/22/2023
Expire Date: 07/06/2023
Job Categories: Administrative and Support Services, Human Resources, Installation, Maintenance, and Repair, Internet/E-Commerce, Executive Management, Broadcasting/Communications, Research & Development, Web Technology, Energy / Utilities
Job Description
Executive Administrative Assistant (JO-2209-176061)
Position Summary:

Support the CEO, Director of Operations, and Director of Programs with: coordinating administrative responsibilities, planning special projects/events, meeting planning and follow-up, administrative support for Board of Director meetings, and managing human resource duties.

Essential Duties & Principle Responsibilities

Executive support
  • Administrative tasks for the Executive Management team including:
  • Schedule management
  • Meeting planning and follow up
  • Conference registration and travel arrangements
  • Organization and filing of electronic and hard-copy records
  • Research as requested, e.g., journals, legislation, and current events
  • Composition, formatting, and proofreading of correspondence and other documents
  • Administrative support for Board of Director Meetings
  • Works closely and effectively with the Executive Management team to organize upcoming obligations and prep for upcoming meetings.
  • Prepares agendas and materials for meetings and coordinates set up, ordering supplies/food, verifying attendance, and composing meeting minutes
  • Assist with presentation and exhibit preparation, including PowerPoint development
Office and Facilities support
  • Serves as the initial contact to the organization, answering phone calls to the main office
  • Coordinating with the staff bookkeeper to ensure the availability of office supplies and equipment, including furniture, arranges for repairs, troubleshoots, and reports issues when needed
  • Responsible for arranging internal office moves
  • Plan and monitor other special projects and events as needed
  • Coordinates audiovisual equipment, room set up/clean up, and catering for events
  • Regular communication with the Grand Junction office staff
  • Coordinating with the Manager of Communications and Program Outreach Manager to assist with website maintenance
  • Retrieve daily office mail in collaboration with the staff bookkeeper
  • Additional facilities duties as assigned
Human Resources support
  • Coordinate recruitment activities including posting jobs, screening candidates, scheduling interviews, conducting reference checks, and preparing offer letters
  • Participate in benefits administration to include communicating benefit information to employees, and change reporting
  • Maintaining agency staff distribution lists
  • Recommends new approaches and procedures to effect continual improvements in efficiency
  • Assists with new employee orientation and onboarding
  • Assists with processing termination documents
  • Organizing worksite wellness initiatives in collaboration with the management team
Education, Experience, and Other Requirements:
  • Bachelor degree or related field (experience may substitute for education).
  • 3-5 years of experience providing executive administrative support.
  • Exceptional interpersonal and communication skills
  • Demonstrated critical-thinking, organizational, and problem-solving skills
  • Uses tact and diplomacy when handling incoming and outgoing telephone calls and electronic mail
  • Excellent ability to establish priorities, coordinate work activities, multi-task and meet deadlines in a fast-paced dynamic virtual and in-person work environment with accuracy and attention to detail; resourceful and able to find creative solutions, thinking beyond current systems and approaches toward continual improvement
  • Ability to work effectively both as part of a team and independently with minimal supervision
  • Computer proficiency in Office365 (Outlook, Word, Excel, and Power Point); fluent navigation of the internet required.


We are an equal opportunity employer and make hiring decisions based on me
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