Executive Assistant

University of Colorado Medicine; Aurora (CO); Hybrid; USD 65,000 - 90,000; Full time

Job summary

University of Colorado Medicine (CU Medicine) seeks an experienced Executive Assistant to support multiple senior leaders and oversee calendar coordination, travel, and expense reporting. The role also supports Marketing and Building departments as needed and ensures smooth execution of key initiatives.

The ideal candidate has 5+ years of executive administrative experience, strong MS Office skills, and a track record of handling confidential information with discretion in a fast-paced

Qualifications

• 5+ years of executive-level administrative support experience.
• Expertise with Microsoft Office; strong written and verbal communication.
• Experience in academic or healthcare environment is strongly preferred.

Responsibilities

• Manage calendars for senior leaders and coordinate complex scheduling.
• Coordinate Board, Executive, Finance committee meetings and minutes.
• Handle travel arrangements, expense reporting, and document prep.
• Provide cross-functional coordination and confidential communications.

Skills

Executive-level communication

Calendar management

Prioritization under pressure

Discretion/confidentiality

Independent work

Education

Bachelor's degree preferred

High school diploma required

Tools

Microsoft Office Suite

Job description

University of Colorado Medicine (CU Medicine) is the region's largest and most comprehensive multispecialty physician group practice. At our primary and specialty care clinics across the Denver metro area and Front Range, CU Anschutz School of Medicine physicians and advanced practice providers bring the latest medical knowledge and new advancements to the care they provide every day. CU Medicine also provides business operations, revenue cycle and administrative services to support the patients of CU Anschutz School of Medicine providers.

Due to the nature of this role, we will only consider candidates who currently reside in Colorado or those with firm plans to relocate to Colorado.

This job offers a primarily remote work structure with on-site work required as dictated by the needs of the job. A typical schedule would include 1-2 days onsite, and the remaining days working remotely.

We are seeking a highly motivated and experienced Executive Assistant to support our leadership team.

The Executive Assistant will provide high-level administrative support to multiple senior leaders, including the Chief Business Development Officer, Chief Financial Officer, Chief Revenue Officer, and Executive Director, while also supporting the Marketing and Building departments as needed. This role is responsible for managing executive priorities through calendar coordination, meeting planning, travel arrangements, expense reporting, and document preparation. Additionally, the Executive Assistant facilitates cross-functional communication and coordinates logistics to ensure the seamless execution of key initiatives and organizational objectives.

Essential Duties

Executive Leadership, Committee, and Board Support

• Provide comprehensive administrative and operational support to executive leadership.
• Coordinate all aspects of Board, Executive Committee, Finance Committee, and subcommittee meetings to include meeting coordination, minutes, documentation, etc.
• Administer BoardEffect, including user management, content maintenance, and system support.
• Maintain committee membership lists, distribution groups, and administrative records.
• Provide logistical and administrative support for committee workflows and approvals.
• Support governance activities such as membership voting processes, including coordination of ballots, documentation of results, and updates to governing documents.

Calendar, Scheduling, and Administrative Coordination

• Manage complex calendars for executive leadership, including recurring meetings, ad hoc scheduling, and conflict resolution.
• Coordinate meetings involving multiple stakeholders, entities, and departments.
• Arrange meeting logistics, including room reservations, catering, and outside consultant visits.
• Support scheduling needs across internal and external partners, ensuring alignment with organizational priorities.

Financial Administration

• Process and manage invoices through organizational systems.
• Support expense processing and reconciliation through Concur, including credit card transactions, travel expenses, and reimbursements.
• Assist with journal entries and interdepartmental chargebacks as needed.

Document Preparation & Communication Support

• Draft, proofread, and edit a wide range of documents, including presentations, correspondence, reports, and mass communications.
• Prepare materials for leadership review, meetings, and external distribution.

Miscellaneous Support

• Provide technology and systems administration support for assigned platforms and applications.
• Coordinate organizational events, special projects, and executive initiatives.
• Support building operations and facilities-related coordination, serving as a liaison with internal stakeholders and external vendors.

Requirements

• High school diploma required, bachelor’s degree strongly preferred
• 5+ years of experience in executive-level administrative support required
• Expertise with Microsoft Office Suite applications required
• Excellent written and verbal communication skills required
• Experience in academic or healthcare environment is strongly preferred
• Knowledge of nonprofit governance a plus
• Excellent verbal and written communication skills with the ability to originate or draft written correspondence
• Ability to maintain the strictest confidentiality and discretion regarding all information received.
• Strong attention to detail with minimal errors in work output is essential.
• Ability to work independently and proactively under pressure of multiple deadlines and rapidly changing priorities.

All applications MUST be submitted via our website. In any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

CU Medicine is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing non-discrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

CU Medicine is dedicated to ensuring a safe and secure environment for our staff and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees prior to their employment.

The listed pay range (or hiring rate) represents CU Medicine’s good faith and reasonable estimate of the range of possible compensation at the time of posting and is based on evaluation of competitive market data. A variety of factors, including but not limited to, internal equity, experience, and education will be considered when determining the final offer.

CU Medicine provides generous leave, health plans and retirement contributions which take your total compensation beyond the number on your paycheck. Find information about our benefits here.

CU Medicine will post all jobs for a minimum of 7 days or until 250+ applicants have been received (whichever comes first).

CU Medicine supports a Tobacco Free Workplace Environment which prohibits smoking and the use of tobacco products on CU Medicine property, Anschutz Medical Campus and adjacent business locations.