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Executive Assistant

3 months ago

Denver, United States Exceptional Admins, LLC Full time
Job DescriptionJob Description

Exceptional Admins (EA) is seeking a professional for an opportunity with a legacy business in the Life Sciences industry located in 80202.

Exceptional Admins (EA) is a boutique company that focuses on placing career minded professionals with growth-minded employers. The philosophy behind the EA process is to deliver top candidates to each client with the outcome producing high-level support to the role and organization. While skill-set is a large focus during the process, EA takes into consideration the desires of the candidate to produce a complete fit.

About the Executive(s) and Company

The executives this role will work alongside are the CHRO and VP EBOS (Ensign Bickford Operating System). Their duties cover high demand activities making this supportive role very busy and also in high demand. Their collective leadership styles foster an all hands on deck mindset. The company has ~20 team members in the Denver office, with 2100 employees worldwide. Currently, the team is reporting to the Downtown office which is where collaboration and growth occur. The company has been privately owned since 1836; their field of focus relates to industries geared towards future improvement: space & defense, pet food science, and biotechnology. The values of the company are to uphold the highest standards. The speed in which the team moves keeps you on your toes. The office estetic is: modern, lots of light, floor to ceiling windows, lots of nature throughout. There's a cafe with ample seating and unbelievable views.

Hiring Goal

The company seeks a professional who is well-versed in being nimble and someone who is highly organized. This Executive Assistant role has a lot of moving parts making each day exciting. The right candidate will be strongly focused on providing incredible service while juggling a variety of demands that support the business and the C-Suite executives. The objective is to employ someone who can keep pose under pressure.

ROLE OVERVIEW

CHRO – 50 %

  • Support heavy calendar activities, daily

  • Support global HR initiatives, daily

  • Manage and respond to heavy stream of MS Teams activity that supports big objectives that are usually hot, daily

  • Assist with correspondence: email, notes, and memos; there is no email management in this role

  • Coordinate commercial, domestic and international travel and itineraries

  • Help both executives with time/energy management; VP EBOS is retired military so accuracy of time and turnaround is key and CHRO is regularly overbooked as she's in high demand

  • Attend senior meetings; skilled at taking notes and follow up

  • Be technically savvy and resourceful (i.e., find ways to consolidate responsibilities with intuitive technology resources)

  • Support HR events (up to 7-9/year, independent and 1 large annual leadership, with a team):

    • Track and handle action items

    • Work with global staff

    • Collaborate with with external team members on deliverables

    • Generate and send follow up emails

    • Manage Excel tracker sheet (action list, weekly review; own this activity)

    • Work with vendors

    • Support and be highly informed of both HR and EBOS budget efforts

    • Doing research and compiling information

    • Responsible for early arrival, late departure day-of events

    • Support pre- and post-event review efforts to gain insight on lessons learned

    • Work with SurveyMonkey or FormStack tools (i.e., tracking registration activities including travel changes and/or movement of attendees)

    • Cross collaboration with Denver EA's/Planning team

    • Banquet activities

    • Help coordinate every 1 to 3 months the Service Awards program

    • Support Foundation activities processing all matches and donations; very manual process - work with other team members to fulfill

  • Handle a variety of confidential files, daily

  • Aggressively handle expense reporting for each executive looking to avoid late fees, monthly (Concur and WORKS experience required to alleviate ramp up; work closely with finance team)

VP EBOS – 30 %

  • Support heavy calendar activities, daily

  • Manage and respond to heavy stream of MS Teams activity that supports big objectives that are usually hot, daily

  • Handle a variety of confidential files, daily

  • Coordinate commercial, domestic and international travel and itineraries

  • Assist with correspondence: email, notes, and memos; there is no email management in this role

  • Aggressively handle expense reporting for each executive looking to avoid late fees, monthly (Concur and WORKS experience required to alleviate ramp up; work closely with finance team)

Other – 20 %

  • Participate in administrative team meetings, monthly

  • HR team support, ad hoc

  • VP EBOS, ad hoc

  • Partner with office building staff and vendors of office building; your best friends are those who work for the office building, especially during event activities, so looking to the future is key (i.e., parking, concierge, security, and the like)

Desired background and attributes

Candidates will be considered in the totality of their skills and experience versus strict interpretation of “must haves.”

  • Applicable administrative experience where your skills align with 85% of the role overview

  • C-suite experience, highly desired

  • MS Teams expertise, highly desired

  • Skilled with Concur, required

  • Start-up or high pace environment, highly desired

  • Has worked in a role that is 50 % strategic / 50% tactical

  • Proficient with Microsoft Office 360 + SharePoint (Outlook+, Excel+, Teams++)

  • Professional demeanor with excellent verbal and written communication skills

  • Self-starter and forward thinker


Company Offerings

  • Salary: $70k to $90k, exempt. Target 5% bonus.

  • Hours: Fully in office. Current schedule (up for discussion) 8:00am - 5:00pm.

  • 401(k) Savings Plan: Company will match contributions equal to 100% of the first 3% of salary contributed, then 50% of the next 3% of salary contributed. Contribution eligibility begins the day of hire.

  • PTO: Creative plan, with 2-weeks offered accruing paid time off based on hours worked beginning on their date of hire; plus buy a third week.

  • Holidays: Include the below plus two floating holidays (prorated):

    • New Year's Day, Martin Luther King Jr. Day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving, the Friday after Thanksgiving, Christmas Eve, and Christmas Day

  • Healthcare: Company offers three medical plan options through Medical Health Resources plus an HSA and FSA. A Wellness credit incentive is available, $600 for employee and $600 spouse. Vision benefits are also available. Company provides two Dental plan and two Vision plan options. Paid parental leave is 6-weeks, eligible for birth and non-birth parent. Short-term and long-term disability covered by the company. Basic Life and AD&D insurance paid for the employee, equal to 1-time base salary. Additional life and AD&D insurance available through Unum. Eligibility begins on the first day of the month following the date of hire.

  • Counseling: Counseling sessions available, company covers first 6 sessions (qualifications apply).

  • Pet insurance: Optional wellness coverage available.

  • Education: Tuition reimbursement offers eligible employees up to 100% reimbursement of the cost of tuition, books, and fees, up to $10,000 per year, for courses taken at an accredited institution and related to current or potential role at company.

  • Parking: RTD EcoPass (is paid free at 100%) and/or self-paid at a discount rate ($100/month - available for use anytime you are downtown) for main building parking on site; qualifications and restrictions apply.

  • Office Perks: Monthly, office-wide birthday celebrations; annual winter holiday party, and an annual team-building outing, free access to the fitness center with showers in the building.

  • Culture: Full cafe, snacks, drinks and uplifting atmosphere all around You'll be around highly driven and motivated team members.

Interview Cadence (understanding things may pop up)

  1. Phone screen between candidate and Exceptional Admins (30-min)

  2. Candidate creates personal portfolio for Exceptional Admins (1.5-hrs)

  3. One video screen with Client, two staff members (45-min)

  4. Candidate completes Client assessment (20-min)

  5. Onsite panel interview with candidate (3-hrs + meal included)

  6. Hiring decision

Is this the right fit for you?

The ideal employee would meet 8 out of the 10 attributes to be successful (and fulfilled) in this role:

  1. Success and fulfillment in this role are achieved if you like being on your toes each day

  2. You use investigative skills

  3. You've worked in a similar role supporting a similar blend of executives

  4. Servant-heart through and through describes your work style

  5. You can work autonomously yet love to ask questions to confirm expectations

  6. Exceptional problem-solving skills where challenges don't fluster you but energize you to ‘figure-it-out'

  7. One of your highly regarded traits is organization

  8. You would enjoy handling both projects and routine work simultaneously

  9. You are a great listener

10. Would self-describe as “resourceful, thoughtful, and process driven”

EBI provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Employment is contingent upon you successfully completing the vetting process and passing verification of references and employment, a drug screen and background investigations.