Title:
Executive Administrative Assistant
Pay:$34.00-$39.00/hr
Location:
Denver, CO
Schedule:
Hybrid, 3-days/week on-site
Duration:
Initial 4-Month Contract, possibility for extension
We are seeking an experienced Executive Administrative Assistant to provide high-level administrative support to multiple executives and senior leaders. This role requires exceptional organizational skills, discretion, and the ability to manage complex schedules, travel logistics, confidential information, and cross-functional coordination in a fast-paced environment.
Key Responsibilities
- Provide administrative support to multiple executives and senior leaders across the organization.
- Perform general administrative duties including data entry, document preparation, filing, ordering office supplies, copying, and printing.
- Maintain confidential files and handle sensitive information with discretion.
- Monitor executive email inboxes, research inquiries, and respond on behalf of leadership as appropriate while serving as a liaison to internal and external stakeholders.
- Manage complex calendars across multiple time zones, prioritizing meetings, resolving scheduling conflicts, and ensuring executives are prepared for upcoming commitments.
- Schedule, record, and coordinate team meetings using approved AI transcription tools.
- Coordinate team events, off-site meetings, and business dinners.
- Maintain and update conference schedules to support executive planning and travel preparation.
- Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and itineraries while ensuring compliance with company travel policies.
- Manage travel documentation including passports, visas, electronic travel authorizations, arrival documentation, and other required travel credentials.
- Prepare comprehensive travel itineraries detailing transportation, lodging, meetings, dining arrangements, and key contacts.
- Track conference registration deadlines and coordinate one-on-one meeting requests to maximize executive schedules.
- Respond quickly to travel disruptions, itinerary changes, and cancellations while maintaining clear communication with travelers.
- Coordinate with internal travel, safety, security, and risk management teams when travel-related issues arise.
- Prepare, reconcile, and submit executive expense reports.
- Coordinate departmental projects from planning through completion.
- Provide guidance or mentorship to junior administrative staff as needed.
- Assist with onboarding activities for new employees and interns.
- Perform additional administrative duties as assigned.
Required Qualifications
- High school diploma or GED required; associate's or bachelor's degree preferred.
- Minimum of 3–5 years of administrative support experience, including experience supporting senior leadership.
- Excellent interpersonal and customer service skills.
- Strong organizational and time management skills with the ability to prioritize multiple tasks independently.
- Excellent written and verbal communication skills.
- Strong attention to detail and problem-solving abilities.
- Ability to maintain confidentiality while handling sensitive information.
- Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Teams) and other business software.
- Experience using travel booking and expense management platforms.
- Comfortable using standard office equipment.
- Willingness to work occasional evenings, weekends, holidays, or overtime on short notice when business needs require.
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