Administrative Support Specialist
5 days ago
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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