Executive Administrative Assistant - Hybrid Travel Lead

Hydrogen UK Ltd; Denver (CO); Hybrid; USD 47,000 - 54,000; Full time

Job summary

Hydrogen UK Ltd in Denver, CO is seeking an experienced Executive Administrative Assistant to provide high-level support to multiple executives. The role requires exceptional organizational skills, discretion, and the ability to manage complex calendars, travel logistics, and confidential information in a fast-paced environment.

This 4-month contract offers hybrid work (3 days on-site) with responsibilities ranging from scheduling and correspondence to expense reporting and onboarding support

Qualifications

• High school diploma or GED required; associate's or bachelor's degree preferred.
• 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.

Responsibilities

• Provide administrative support to multiple executives and senior leaders.
• 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.
• 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.

Skills

Administrative support

Interpersonal skills

Time management

Communication skills

Confidentiality

Microsoft Office

Travel booking platforms

Expense management platforms

Education

High school diploma or GED

Associate's or Bachelor's degree preferred

Tools

Microsoft Teams

Microsoft Office Suite

Job description

Hydrogen UK Ltd in Denver, CO is seeking an experienced Executive Administrative Assistant to provide high-level support to multiple executives. The role requires exceptional organizational skills, discretion, and the ability to manage complex calendars, travel logistics, and confidential information in a fast-paced environment.

This 4-month contract offers hybrid work (3 days on-site) with responsibilities ranging from scheduling and correspondence to expense reporting and onboarding support