Executive Assistant

State of Colorado
Full Time 40 per week $4,500 - $5,800 Per month CO Anne Hsu, 768 S Grape St, Denver, CO 80246, United States
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Overview

Department Information


Welcome to the Auraria Higher Education Center (AHEC) located in the Platte River Valley in downtown Denver.  AHEC is the service provider for 38,000 students and approximately 5000 faculty and staff working at and attending the Community College of Denver, Metropolitan State University of Denver and the University of Colorado Denver. Learn more about us through this link:  
 
Auraria employees enjoy an excellent benefits package which includes paid vacation, holidays and sick leave, discounted RTD Eco-Pass, BenefitHub (medical, dental, disability, life), and outstanding retirement plan.  Learn more through this link: .
 
So, if you're interested in a great job working alongside great people, this may be the opportunity for which you've been waiting.

Description of Job

Hours of Work:  This position is Non-Classified and Administrative Exempt. Typical work hours are 8:00 am - 6:00 pm Monday - Thursday, 8:00 am - 3:00 pm on Fridays with two work from home days per month. The individual selected can expect that work will be performed in our business offices, and that extended hours of work may occur based on business needs.  

The Auraria Higher Education Center is looking for a consummate professional with proven experience in an Executive Assistant role who is committed to carrying out their duties with the utmost professionalism, confidentiality, and skill. Reporting directly to the Chief Executive Officer, the Executive Assistant requires excellent judgment, a keen sense of tact and diplomacy, and the discretion necessary to handle confidential and sensitive materials.
 
This position requires, strong organizational skills; attention to detail and accuracy; excellent communication skills (oral and written); excellent editing and proofreading skills; proven comfort and proficiency with technology; flexibility; a strong work ethic; dependability; a demonstrated ability to take initiative in anticipating, organizing and planning for cyclical future needs and tasks; discernment along with critical thinking skills, and a high level of professionalism with the ability to communicate clearly and tactfully, projecting a helpful, positive impression even when under pressure or stress.
 
Personal growth and professional development are integral to the job—you will develop a strong sense of ownership over your projects and responsibilities, in addition to taking on new ones over time. A successful Executive Assistant balances these responsibilities through perseverance, excellent time management skills, and a strong commitment to “doing the job right” with an eye towards long-term impact.

Job Summary: 
The Executive Assistant provides comprehensive administrative support to the Chief Executive Officer, the other executives on the Senior Leadership Team, and the duties of the Executive Office, which include providing services for multiple agency departments including, Strategy, Operations and Facilities, Campus Planning,   Marketing & Communications, and other Executive Programs. As part of the executive level staff, the position assumes responsibility for a variety of high-level assignments, including oversight of special projects, board work, reports, and or research initiatives.

Specific Responsibilities:

  • Coordinates all day-to-day administrative responsibilities for the CEO, proactively working in advance, including scheduling and coordinating meetings and events, answering phone calls, reviewing, prioritizing and responding to e-mail (critical daily task), scheduling rooms, and taking meeting minutes. 
  • Calendar management for the CEO and Chief of Staff, along with senior leadership meetings. 
  • Prepares a daily calendar with appropriate briefing materials for the CEO. 
  • Keeps CEO informed of all changes; produces agendas, prepares and reviews materials. 
  • Schedule and prepare agendas for recurring meetings, i.e., Senior Leadership Team meetings.
  • Administrative support for the Executive Office, Senior Leadership Team, and assigned committees, examples include, but may change:
    • Auraria Executive Committee (AEC)
      • Secretary with scheduling, recording, project management via action item follow up, writing/editing minutes, etc.
    • Auraria Board of Directors (ABOD)
      • Secretary with scheduling, recording, writing/editing minutes, etc.
  • Serves as the paymaster for multiple departments (training provided), coordinating necessary HR documents and related tasks. 
  • Serves as the Executive Office's payment reallocation coordinator; allocating charges to the appropriate accounts and reconciling p-card purchases as required. 
  • Approve PR/POs for the Executive Office. 
  • Works directly with the Chief of Staff to facilitate all documentation and presentation materials for critical committee and board meetings, activities are well coordinated in advance. 
  • Oversees the administrative staff and student employees in the Executive Office. 
Additional Responsibilities:
  • Continually builds and maintains contacts in the CEO’s Outlook. 
  • Reviews all emails, prioritizes and keeps inbox organized. 
  • Drafts emails, correspondence, and communications from the CEO on the CEO’s behalf when appropriate. 
  • Builds and maintains strong working relationships with the CEO, executive team, university partners, board members, and staff. 
  • Serves as the Executive Office resource for records, data, and other critical information, retrieving information and compiling data as requested. 
  • Assists with maintaining files and records related to the Auraria Board of Directors and other assigned committees in compliance with guideline requirements to ensure that information can be efficiently retrieved. 
  • Maintains office equipment and orders office supplies; coordinates with part-time executive office staff. 
  • Provides department reception services, serving as the liaison for the Executive Office with internal and external customers. Becomes a resource for general campus matters and referrals, providing expert guidance to other departments on issues associated with the Executive Office. 
  • Assists with special projects, as assigned. 
  • Updates job knowledge by participating in educational opportunities, reading professional publications, etc.
  • Creates alerts as needed for news and information pertinent to the Auraria Campus, downtown Denver, and higher education initiatives. 


Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications: 

  • A Bachelor's degree in Business administration, Communication, or a related field. Masters Degree preferred. 
  • 2 - 5 years of experience as an executive assistant or similar executive level support role. 
    • preferably including providing administrative support as a liaison to senior leadership and the Board of Directors of an organization.  
Person Characteristics:
other qualities sought:
  • Excellent managerial and interpersonal skills, including a commitment to collaboration. 
  • Comfort in working with, and building relationships, with people at all levels of the three Auraria Campus university partners; including senior executives and their staffs. 
  • Ability to establish priorities, work with minimal supervision, work well under pressure, work on numerous projects at once, and anticipate schedule demands to meet deadlines. 
  • Specialized knowledge and skills should include proficiency with the Microsoft Office suite of applications (Word, PowerPoint, Excel, Access), e-mail (Outlook), web browsers (Explorer, Chrome), virtual platforms (Zoom, MS Teams). 
  • Ability to remain calm under tight deadlines and be flexible and open to frequent schedule changes that must be coordinated and accommodated. 
  • Excellent written and oral communication skills. 
  • Outstanding interpersonal skills. Must demonstrate poise, tact, and diplomacy at all times and be able to interact successfully with board members, staff, and key stakeholders. 
Necessary Requirements:
  • All positions with AHEC require a background check. You must successfully complete a pre-employment background check as a condition of hire. 
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