Executive Assistant

2 weeks ago

Colorado Springs, United States USADA Full time
Job DescriptionJob DescriptionBenefits:
  • 401(k)
  • Dental insurance
  • Health insurance
  • Paid time off
  • Parental leave
  • Training & development
  • Vision insurance
  • Wellness resources

USADA is seeking a dedicated and driven person to help our organization fulfill its mission to "Stand with athletes to champion their right to clean sport, inspire true and healthy sport, and promote the integrity of sport. This is an incredibly exciting time to join Team USADA, as we continue to grow our Anti-Doping program and work to support major international competitions such as the Olympic and Paralympic Games in 2024 (Paris), 2026 (Milan), and 2028 (Los Angeles). New team members will have the chance to help ensure USADA is well-positioned in the near and long term for these opportunities as we look to the future with our efforts to protect clean athletes. With the 2028 Games on domestic soil, there will also be opportunities and growth potential over the years for USADA team members to underpin the organizing committees commitment to a clean Games.


REPORTS TO: Executive Assistant to CEO FLSA: Non-Exempt

SUPERVISES: N/A Last revised: April 2024


JOB SUMMARY: Provides high-level executive and administrative support for the Executive Suite. Responsible for handling executive administrative functions including office organization, event planning and logistics, word processing, filing, taking minutes, reviewing incoming emails and documents, travel coordination, and expense reporting.

RESPONSIBILITIES:
  • Answers telephones, schedules appointments and updates event calendars for executive team.
  • Handles executive team travel authorization, logistics and expenses; reconciles and submits expense reports.
  • Supports major event organization.
  • Participates in Annual Symposium planning to include invitation distribution, site organization and logistics, travel planning, agenda creation, management of presentation, and overall event management.
  • Monitors budget compliance and provides budget reports for events.
  • Provides on-site support for USADA events as required or needed.
  • Organizes and implements Partnership for Clean Competition/Scientific Advisory Board meetings including contract negotiation, administration, site organization, and logistics.
  • Arranges staff meetings, IT support, and documents meeting minutes.
  • Prepares memos, invoices, or other reports upon request.
  • Maintains databases and filing systems.
  • Handles physical mail distribution for the executive team and monitors email while out of office upon request.
  • Manages office supplies and collaborates with finance on maintaining general office contracts.
  • Performs additional administrative tasks upon request.
GENERAL:
  • Maintain confidentiality at all times.
  • Projects and other duties as assigned.
REQUIRED QUALIFICATIONS:
  • 3 or more years of experience providing administrative support; experience providing executive-level support is desired.
  • Excellent oral and written communication skills.
  • Excellent interpersonal skills and emotional intelligence.
  • Values Diversity, Equity, and Inclusion among internal and external constituents.
  • Ability to multitask, prioritize appropriately and to work accurately under pressure.
  • Excellent detail-oriented organizational skills.
  • Demonstrated ability to meet deadlines.
  • Ability to work flexible hours as needed.
  • Moderate proficiency in MS Programs (Word, Excel, Outlook, etc.)
COMPETENCIES:
  • Decision Making Skills: Will often prioritize tasks and make decisions on their executives behalf, so the ability to anticipate needs and act accordingly without explicit instruction with good judgment is essential.
  • Interpersonal Skills: This role should communicate effectively and be professional and courteous when interacting with team members and stakeholders at all levels to create a positive work environment and client experience.
  • Writing Skills: Will write memos and emails when communicating with managers, employees, and customers. Therefore, having good grammar, ensuring accuracy, and maintaining a professional tone are essential.
  • Initiative: Taking proactive steps to streamline processes, improve efficiency, and support the executive in achieving their goals.
  • Resourcefulness: Being able to find information, solutions, or resources independently when needed.
  • Problem-Solving Abilities: Being able to anticipate potential issues and proactively find solutions to problems that may arise.
  • Technical Proficiency: Proficiency in office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook) and specialized software used by the organization.
  • Discretion and Confidentiality: Handling sensitive information with the utmost discretion and maintaining confidentiality at all times.
  • Adaptability: Being able to adapt to changing priorities, schedules, and situations quickly and effectively.
  • Event Management Skills: Proficiency in event management, including coordinating logistics, liaising with vendors, and ensuring seamless execution.

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