Executive Assistant / Executive Operations

Confidential; Denver (CO); Hybrid; USD 70,000 - 90,000; Full time

Job summary

Confidential in Denver is seeking an Executive Operations Administrator to shield and multiply the Co-Founder's time. This hybrid role combines calendar and travel management, high-level communications, and cross-entity project support across three investment entities.

You will own the Co-Founder’s calendar, coordinate travel itineraries, expense reconciliation, and prepare materials for meetings with senior leadership.

Qualifications

• 3+ years supporting a senior executive, founder, or principal in a high-growth or entrepreneurial environment.
• Bachelor’s degree preferred; equivalent professional experience in executive or personal support can be considered in lieu of a degree.
• Proficient in Microsoft 365 (Outlook, Teams, OneDrive/SharePoint)
• Early riser, reliable, and comfortable with a 7:00 AM start, with the expectation that the early start generally allows for an earlier finish rather than extending the workday into the late afternoon or evening
• Technology-forward and efficient using AI tools
• High discretion. Will be exposed to confidential business and personal information across three entities
• Strong written communication and meticulous attention to detail
• Comfortable managing ambiguity in a fast-moving, first-time-EA relationship, while asking clarifying questions rather than guessing
• Construction, real estate, or investment industry exposure a plus but not required
• Comfortable working in a startup, entrepreneurial, or fast-growth environment; experience in finance or investment-related businesses is also a plus

Responsibilities

• Own and manage work calendar (Outlook/Microsoft 365) end-to-end: scheduling, rescheduling, conflict resolution, and daily/weekly agenda prep
• Manage personal calendar and merge it with the work calendar into a single, coherent daily view
• Build in buffer time, travel time, and prep time around meetings, not just the meetings themselves
• Send a daily or day-before summary of the schedule ahead of the 7:00 AM start
• Coordinate scheduling across leadership as needed for recurring meetings
• Book and manage all business and personal travel: flights, hotels, ground transportation, dining reservations
• Build complete itineraries and keep them updated in real time when plans change
• Handle travel for client/guest trips (e.g., golf outings, site visits)
• Coordinate vehicle logistics when traveling, including rental vehicles, drivers, parking, and other transportation needs as required
• Use the company expense card for travel-related bookings within approved parameters; flag anything outside normal range before booking
• Process expense reports and reconcile company expenses monthly
• Handle payments for travel, appointments, and reservations using the company card within set limits
• Maintain organized records/receipts for accounting handoff
• Book personal travel, restaurant reservations, and appointments
• Source and order gifts for family, staff, and clients as directed
• Light coordination with family schedule only where it intersects with shared plans
• Maintain an complete a simple running list of personal to-dos and deadlines
• Provide administrative support for two other investment entities, as directed, and for the same co-owner: scheduling, filing, correspondence coordination
• Assist with meeting prep: pulling together materials, agendas, and follow-up notes for key meetings across all three entities
• Maintain organized digital filing (SharePoint/OneDrive) for documents across the company
• 3+ years supporting a senior executive, founder, or principal in a high-growth or entrepreneurial environment
• Bachelor’s degree preferred; equivalent professional experience in executive or personal support can be considered in lieu of a degree
• Proficient in Microsoft 365 (Outlook, Teams, OneDrive/SharePoint)
• Early riser, reliable, and comfortable with a 7:00 AM start, with the expectation that the early start generally allows for an earlier finish rather than extending the workday into the late afternoon or evening

Skills

Executive support

High discretion

Strong communication

Attention to detail

Early start

Education

Bachelor’s degree preferred

Tools

Microsoft 365

Outlook

SharePoint/OneDrive

Job description

• Title - Executive Operations Administrator


• Salary - $70,000 - $90,000 annual, based on experience


• Start Date - Flexible and prioritizing the right fit over a fast start


• Reports To - Co-Founder


• Location - Hybrid, based in Denver with remote flexibility. Limited travel to other office or project sites as required.


• Schedule - 7:00 AM Mountain Time start each day. The role is hybrid, with some days beginning remotely and others in the office depending on the Co-Founder's schedule and business needs. When an in-office presence is needed, the expectation may be to transition to the office after beginning the day remotely. Occasional availability outside core hours may be required for travel or time-sensitive matters.

Company Background:

The hiring company is a rapidly growing commercial general contractor headquartered in the Denver area with additional offices serving nearby mountain regions. The company’s portfolio includes healthcare, commercial, education, and public works projects.

This team is entrepreneurial, growth-oriented, and highly relationship-driven, offering an opportunity to work closely with senior leadership in a fast-paced environment.

Role Summary:

This role exists to protect and multiply Co-Founder's time. This is primarily an executive operations role supporting a company leader, with a smaller component of personal administrative support and support for two investment entities. The right person operates with discretion, anticipates needs before being asked, and takes full ownership of the Co-Founder’s calendar, travel, and commitments, while keeping internal and external partners organized and ensuring communication is clear, timely, and effective.

Core Responsibilities:

Calendar Management

• Own and manage work calendar (Outlook/Microsoft 365) end-to-end: scheduling, rescheduling, conflict resolution, and daily/weekly agenda prep


• Manage personal calendar and merge it with the work calendar into a single, coherent daily view


• Build in buffer time, travel time, and prep time around meetings, not just the meetings themselves


• Send a daily or day-before summary of the schedule ahead of the 7:00 AM start


• Coordinate scheduling across leadership as needed for recurring meetings

Travel Coordination

• Book and manage all business and personal travel: flights, hotels, ground transportation, dining reservations


• Build complete itineraries and keep them updated in real time when plans change


• Handle travel for client/guest trips (e.g., golf outings, site visits)


• Coordinate vehicle logistics when traveling, including rental vehicles, drivers, parking, and other transportation needs as required


• Use the company expense card for travel-related bookings within approved parameters; flag anything outside normal range before booking

Communications

• Send calendar invites and confirmations


• Confirm meeting logistics with internal and external parties


• Draft (but not send) email responses when requested


• No independent inbox management expected


• Process expense reports and reconcile company expenses monthly


• Handle payments for travel, appointments, and reservations using the company card within set limits


• Maintain organized records/receipts for accounting handoff

Personal Administrative Support (Light Touch)

• Book personal travel, restaurant reservations, and appointments


• Source and order gifts for family, staff, and clients as directed


• Light coordination with family schedule only where it intersects with shared plans (e.g., travel, events)


• Maintain an complete a simple running list of personal to-dos and deadlines

Cross-Entity & Project Support

• Provide administrative support for two other investment entities, as directed, and for the same co-owner: scheduling, filing, correspondence coordination


• Assist with meeting prep: pulling together materials, agendas, and follow-up notes for key meetings across all three entities


• Maintain organized digital filing (SharePoint/OneDrive) for documents across the company

Ideal Candidate:

• 3+ years supporting a senior executive, founder, or principal in a high-growth or entrepreneurial environment


• Bachelor’s degree preferred; equivalent professional experience in executive or personal support can be considered in lieu of a degree


• Proficient in Microsoft 365 (Outlook, Teams, OneDrive/SharePoint)


• Early riser, reliable, and comfortable with a 7:00 AM start, with the expectation that the early start generally allows for an earlier finish rather than extending the workday into the late afternoon or evening


• Technology-forward and efficient using AI tools


• High discretion. Will be exposed to confidential business and personal information across three entities


• Strong written communication and meticulous attention to detail


• Comfortable managing ambiguity in a fast-moving, first-time-EA relationship, while asking clarifying questions rather than guessing


• Construction, real estate, or investment industry exposure a plus but not required


• Comfortable working in a startup, entrepreneurial, or fast-growth environment; experience in finance or investment-related businesses is also a plus

What Success Looks Like In The First 90 Days:

• Full ownership of calendar management across work and personal, with reliable scheduling and no preventable missed or double-booked meetings


• Travel booked accurately and proactively, with itineraries delivered at least one week ahead where possible


• Expense reporting and card reconciliation running on a predictable monthly cadence


• A simple system in place for tracking priorities and approximate time allocation across the three entities


• Co-Founder spending measurably less time on scheduling, travel logistics, and expense administration


• 45 minute video call with the hiring manager (company name and company benefits will be provided)