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Executive Administrative Assistant

1 month ago

Colorado Springs, United States Diversus Health Full time

Job Summary:

Serves as a pivotal member of the Executive Office Administrative team, undertaking a broad spectrum of duties and administrative tasks in aid of C-level executives, the executive suites, and other Leadership Council members, as time allows. Provides support to up to three C-suite level executives, demonstrating anticipatory skills to meet their needs effectively. Collaborates closely with fellow executive administrative assistants and the Executive Office Administrator to ensure comprehensive support and operational efficiency within the executive office. Executes tasks with utmost confidentiality, initiative, discretion, professionalism, responsiveness, accountability, and prudent decision-making.

Essential Functions:

  • Manages the designated C-Suite Executive/s in organizing daily agendas, prioritizing appointments, and adjusting schedules when needed, focusing on extensive calendar management.
  • Effectively manages and prioritizes emails for multiple C-Suite level executives, demonstrating proactive anticipation of their needs. Identifies key issues, brings them to the executives' attention, and offers potential solutions.
  • Supports the executive office in the absence of the Executive Office Administrator by attending and supporting C-Suite level meetings, Board and Committee meetings, and logistics. (e.g., Meeting minutes, agenda preparations, catering, room set up, etc.)
  • Attends executive-level meetings as assigned and as needed (staff, workgroups, committees, boards, strategic planning, etc.).
  • Supports C-Suite Executives in managing projects under their respective departments.
  • Prepares meeting agendas, takes minutes, and distributes meeting materials as required.
  • Assist with special projects and initiatives as assigned by the C-Suite Execuitve/s or the Executive Office Administrator.
  • Proactively prepares general correspondence, memos, charts, tables, graphs, presentations, meeting materials, etc; proofreads copy for grammar and layout; makes appropriate modifications ensuring accuracy and adherence to company branding guidelines.
  • Serves as liaison between the C-suite executive and direct reports and staff, as well as external agencies and businesses, including but not limited to high-level staff (e.g., CEOs, Senior Vice Presidents, and Directors).
  • Maintains complex logs, files, and systems and implements changes as needed.
  • Assesses the urgency and importance of situations, takes appropriate action, and recommends solutions to the C-suite executive/s and the Executive Office Administrator.
  • Ensures, in the C-Suite Executive's absence, requests for action and information are furnished to staff and partner agencies in a timely manner.
  • Schedules and organizes travel and conference activities for the C-Suite Executives. Related activities include reviewing conference requests for completion and accuracy, making airline, hotel, and conference reservations, obtaining necessary vendor documents, and providing completed paperwork to the Finance department.
  • Coordinates regular and special meetings as requested by the C-Suite Executive and Office Administrator. Related activities include, but are not limited to, catering logistics, room preparation and clean up, room and resource allocations, and minute-taking.
  • Projects an ethical and favorable image of the organization while ensuring confidentiality.
  • Exhibits technical task orientation, independent problem-solving, and proactive action.
  • Interacts with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with high professionalism and confidentiality.
  • Orders, tracks, and processes supplies and other requisitions for the executive office.
  • Responsible for performing routine maintenance activities and contacting service representatives as needed (printers, IT systems, postage, maintenance tickets, etc.).
  • Oversees the submission and processing of timecards and leave requests for employees under the direct supervision of the C-Suite Executive.
  • Compile and complete own and C-Suite Executive/s credit card reconciliations.
  • Acts as a dedicated advocate for celebrating special occasions, including but not limited to anniversaries, birthdays, and other significant events for the C-Suite Executives direct reports. Prepares personalized anniversary, birthday, and all-occasion cards and utilizes the company-issued business card to procure gifts relevant to these celebrations, per the directives of the C-Suite Executive or Executive Office Administrator.


Knowledge/Skills/Abilities:

  • High school diploma or equivalent. Bachelor’s degree in related discipline preferred.
  • Five (5) years of professional, senior-level administrative support experience, with two (2) years at the C-suite level.
  • Strong verbal and written communication skills.
  • Proficient computer skills, including competency in Microsoft Office 365.
  • Ability to perform job duties with a high degree of accuracy in a fast-paced and demanding environment while handling competing priorities.
  • Excellent organization and customer service skills.


Our rich benefits package includes:

  • Exceptional Health Benefits (medical, dental, vision)
  • 4% 401(k) company match fully vested.
  • Vacation and Sick Time
  • Paid Long-Term Disability coverage.
  • Paid Holidays, including 3 floating holidays to use as you wish.
  • Employee Assistance Program (includes free therapy access)
  • Professional Development Funds
  • Robust Training Program
  • Second Language Monthly Bonus (subject to assessment)


At Diversus Health, we believe in a truly healthy society where mental and behavioral healthcare unite to make lives better. Our goal is to help people lead healthier, more fulfilling lives by improving access to trusted, affordable, and personalized mental healthcare. Every day. It is a lofty goal; we know. But we make it happen with the best team in behavioral health.