Administrative Support Specialist

5 days ago


Englewood, Colorado, United States Investments & Wealth Institute Full time
Job Overview

The Investments & Wealth Institute is seeking an experienced Executive Assistant to support the organization's executive leadership. This role involves providing administrative support, office management, and executive assistance.

Key Responsibilities:

  • Office Management:
  • Assist in scheduling and planning of monthly All Staff Meeting and Collaboration Weeks.
  • Ensure that office equipment is operational and schedule repairs and service as needed
  • Process outgoing and distribute incoming mail. Process returned mail.
  • Act as main point of contact with document storage facility and office equipment
  • Office Maintenance: Contact appropriate building personnel
  • Manage Culture Club activities including staff retreats, charity/volunteer events and collaboration days.
  • Order office/equipment/kitchen supplies as needed. Ensure inventory is adequate for office use and needs. Order supplies specific to staff request.
  • Submit office and benefits invoices for processing. Ensure vendors are set up accurately in AP software.
  • In coordination with Legal ensure all contracts are saved in the contract drive, as well as log them on the contract spreadsheet.
  • Assist with other responsibilities as needed and assigned by supervisor.
  • Executive Administrative Support:
  • Provide administrative support to Executive Team members, as needed, working closely with the CEO and COO to coordinate and/or draft written communications, reports, presentations, expense reports, scheduling, etc.
  • Oversee and assist in the maintenance and organization of electronic and paper filing systems for the governance of the organization.
  • Oversee and assist in the maintenance and organization of communications, including internal communications, Board communications, and communications to external industry groups
  • Oversee and assist in the maintenance and organization of strategic plan documents, project files, and/or communications.
  • Plan and support 3-5 Board meetings per year.
  • Develop and maintain board books and meeting materials in BoardEffect, board-approved policies and organizational procedures.
  • Assemble, prepare, and distribute agenda and support materials for Board and Commission meetings, including orientation meetings.
  • Research and recommend venues, coordinate F&B, AV, contracts, etc.
  • Coordinate and produce materials in the board portal (BoardEffect)
  • Provide administrative support to the Chair and Directors.
  • Take, prepare, and distribute meeting minutes for the Board of Directors, Finance Committee, Certification Commissions and other committees as requested.
  • Other related duties, as assigned

About Us

The Investments & Wealth Institute has a hybrid workplace in Greenwood Village, CO. The ideal candidate will have excellent customer service skills, attention to detail, and the ability to work independently. Salary range is $60,000 - $70,000 based on experience.



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