Administrative Assistant

Jobtailor; Denver (CO); On-site; USD 70,000 - 100,000; Full time

Job summary

Jobtailor in Denver, CO seeks an experienced Executive Assistant to support the Director and C-level leaders, coordinating calendars, travel, and correspondence. You will work with a team to sustain a productive office and ensure seamless information flow.

Ideal candidates excel in organization, discretion, and proactive problem solving, thrive under tight deadlines, and bring a positive, can-do attitude with a sense of humor to support senior leaders and drive company goals.

Qualifications

• At least 5+ years directly supporting Director or C‑Level personnel.
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams, OneNote and PowerPoint).
• Experience handling confidential information with discretion and diplomacy.
• Exceptional organizational and time-management skills.
• Ability to work independently and under tight deadlines.
• Detail-oriented mindset with precision in execution.
• Ability to manage up and communicate effectively with leadership.
• Positive, can-do attitude with a sense of humor.

Responsibilities

• Own calendars, travel, and expenses of originators; maintain a welcoming Denver office environment.
• Manage multiple work streams and adapt as priorities shift.
• Identify potential issues early and propose effective solutions.
• Work autonomously to prioritize tasks and meet deadlines.
• Coordinate meetings, handle correspondence, and ensure accurate information flow.
• Oversee travel arrangements, including flights and accommodations, and handle last‑minute changes.
• Greet visitors and serve as the first point of contact for clients and guests.
• Maintain conference room bookings, office cleanliness, and supply inventory.

Skills

Executive support

MS Office proficiency

Discretion and diplomacy

Organizational skills

Self-motivated / proactive

Communication with executives

Tools

Outlook

Word

Excel

Teams

OneNote

PowerPoint

Job description

Responsibilities

• Are you a direct and analytical person comfortable taking the lead while working with a team?
• Do you prefer roles that benefit from the existence of a process to drive strong outcomes?
• Would people describe you as organized and highly reliable?
• Are you known for your ability to execute with a high degree of expediency and accuracy while keeping people inspired at work?
• Own the calendars, travel and expenses of the originators in the firm and maintain a welcoming office environment at our Denver office.
• Manage multiple work streams and stay organized as priorities change.
• Identify potential issues before they arise and propose effective solutions. Your ability to foresee challenges and proactively address them will be instrumental.
• Work autonomously to prioritize and manage tasks efficiently. Demonstrate a high level of self‑motivation and take initiative to address challenges and opportunities as they arise.
• Execute tasks with precision, paying meticulous attention to details. From managing calendars to coordinating meetings to setting the originators up for success in their meetings, maintain accuracy in every aspect.
• Navigate through tasks swiftly and effectively. Adapt to a fast‑paced work environment by demonstrating agility in handling multiple responsibilities without compromising quality.
• Facilitate effective communication between the originators and clients, ensuring information flows seamlessly. Respond promptly to emails, inquiries, and requests, demonstrating a keen awareness of the importance of timely and accurate information.
• Oversee all aspects of travel arrangements, including booking flights, accommodations, assistance with venue selection, managing itineraries and handling last‑minute changes for the originators. Anticipate and address travel‑related issues, ensuring seamless transitions between meetings and maintaining alignment with company travel policies.
• Prepare correspondence with sophisticated communication, embodying professionalism, credibility, and engagement to every interaction. You are the first point of contact for in‑office visitors, internal and external clients, and event guests, so your openness and welcoming demeanor are crucial.
• Uphold the company’s brand image and values through professional demeanor, appearance, and behavior, acting as a brand ambassador.
• Ensure the office runs smoothly by managing conference room bookings, maintaining a well‑organized workspace, and overseeing supply inventory. Your attention to detail extends to greeting visitors, answering the main line, handling inquiries, and coordinating logistics to support a productive and welcoming office environment.

Requirements

• At least 5+ years of experience directly supporting Director or C‑Level personnel.
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams, OneNote and PowerPoint), along with the natural ability to quickly grasp and master new software.
• Experience in exercising sensibility, discretion, and diplomacy in handling all matters, information, and relationships (including confidential or sensitive information).​
• Exceptional organizational and time‑management skills.
• Demonstrated ability to work independently and under tight deadlines.
• Detail‑oriented mindset with a commitment to precision.
• Live in your confidence. You are not intimidated by your originators, the CEO, COO, or other team members. You know how to manage up, keep others on task, give honest feedback, and push back when it is in their best interests.
• Have a positive, can‑do attitude, and a sense of humor. You bounce back quickly from setbacks and pitch in without hesitation to help the team reach its goals.