Executive Assistant

4 weeks ago

Littleton, United States South Metro Housing Options Full time

We are looking for a self-motivated, detail-oriented, Executive Assistant. This position performs a variety of clerical and administrative related tasks under the direction of the Executive Director and other Directors of the organization. Handles details of a confidential nature. Requires broad knowledge of corporate operations and policy, a high level of experience, discretion, and technical skills. Usually operates with great latitude for independent judgement and initiatives.


Job Duties

  • Support the Executive Director and perform day-to-day administrative duties relative to daily operations for the leadership team.
  • Work closely and effectively with the Executive Director to keep him/her/them well informed of upcoming commitments and responsibilities, following up appropriately.
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the assigned Directors.
  • Arrange travel plans, itineraries, and agendas and compile documents for meetings and presentation materials.
  • Coordinate logistics for meetings/conferences by arranging meeting accommodations and preparing correspondence regarding upcoming meetings and conferences.
  • Create agendas and presentations for weekly and monthly meetings, as per the direction of the Executive Director and the leadership team, and compile minutes/actions from those meetings.
  • Draft acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive's ability to effectively lead the function/organization.
  • Prioritize conflicting needs and handle matters expeditiously and proactively.
  • Manage an extremely active calendar of appointments. Arrange and coordinate meetings, conferences, and appointments.
  • Event planning and implementation for monthly, quarterly, and annual onsite and offsite events.
  • Ability to assist management and all visitors to the company by handling routine office tasks.
  • Backs up front desk personnel for breaks, lunches, and time off. Provide assistance, guidance, and direction to visitors, residents, vendors, and staff entering SMHO Office.
  • Maintains inventory of office supplies, and coffee supplies.
  • Works as liaison between IT contract company and the staff. Supports HR with IT needs for New Hires, to ensure smooth transition.
  • Monthly Credit Card reconciliation.
  • Anticipate the needs of others in order to ensure their seamless and positive experience.
  • Communicates regularly with and keeps supervisors advised of significant operational issues and/or problems.
  • Assists other agency employees as directed and approved by supervisor.
  • Performs other duties as assigned.


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