Specialist, Administrative Support

Job Description

Your Opportunity

This individual will provide administrative support to multiple Operational Services Vice Presidents in our Lone Tree location. Within a highly dynamic, challenging, and fulfilling environment, responsibilities include, but are not limited to:

What you’re good at

• Establish and maintain effective, cooperative and professional business relationships with all levels of the Operational Services Leadership team, employees and key business partners
• Assist with developing and updating complex PowerPoint presentations, Excel spreadsheets, team and organization communications, and other documents that support critical support team activities and initiatives
• Coordinate special projects as they arise and develop, including but not limited to, community partnership events, site level employee events, facilitating outside board membership activities and assisting with executive sponsorship responsibilities.
• Capture meeting notes and action steps
• Manage multiple complex calendars including scheduling meetings, video conferences, trainings (off-site and/or internal) and group events
• Plan, arrange, and manage travel for multiple executives including transportation, lodging, dining, meetings, conference rooms, etc. This includes negotiating favorable terms with lodging and catering vendors.
• Organize group meetings, off-sites, and other social events for combined productivity and culture building
• Assist with onboarding of new employees (supplies, system access, and general tasks/questions)
• Identify opportunities and offer suggestions for streamlining existing administrative processes
• Compile and submit timely and accurate expense reports and follow up as necessary with relevant executives
• Extensive site level support working with facilities, security, telecom, etc.

What you have

In this position, you will interact with personnel at all levels including Senior Executives. This position requires the ability to deal with sensitive and confidential information with diplomacy and discretion, as well as a high degree of accuracy and attention to detail. The ideal candidate:

• Has at least 2 years of professional administrative assistance experience
• Has a Bachelor degree (preferred)
• Has excellent people skills, customer service skills, and excellent written and verbal communication skills
• Works independently, is detail-oriented, organized, and is able to prioritize multiple projects against deadlines
• Uses situational perception, a strong work ethic, and is a high-energy, self-motivated professional
• Foresees potential challenges and demonstrates proactive resolution before issues arise
• Exercises judgment with information which may be confidential or material, non-public
• Thrives in a fast-paced environment – and is flexible and willing to help outside of expected duties
• Works collaboratively as part of an office team and helps to drive success
• Is highly proficient in Microsoft Office Suite

You demonstrate these behaviors:

• Demonstrates concern for satisfying one’s external and/or internal customers
• Express oneself clearly in conversations and interactions with others
• Express ideas clearly and concisely in written and verbal communication
• Consistently demonstrates a positive can-do, overcome – any barrier attitude
• Identifies what needs to be done and does it before asked to or required to by the situation
• Sets up procedures to ensure exceptional quality of work
• Develops, maintains, and strengthens partnerships with others inside and outside of the organization who can provide information, assistance, and support