Executive Assistant – Office Administration and Scheduling

HRS Talent Solutions; Colorado Springs (CO); On-site; USD 41,000 - 49,000; Full time

Job summary

HRS Talent Solutions is seeking an Executive Assistant to support a senior leader with scheduling, calendar management, and careful correspondence. This full-time, in-person role focuses on keeping commitments realistic, preparing meetings, and ensuring timely information flow.

You will review invitations, coordinate rooms, prepare agendas, draft replies from approved information, and track follow-up items.

Qualifications

• Experience supporting a busy office or coordinating schedules.
• Strong writing and calendar habits.
• Discretion with confidential information and communications.

Responsibilities

• Maintain the calendar and identify conflicting or incomplete invitations.
• Prepare meeting agendas or collect materials from colleagues.
• Confirm rooms, participants, and practical details for discussions.
• Draft replies from approved information.
• Track follow-up items after meetings.
• Keep contact information and files organized.
• Flag requests needing leader approval or priority.
• Provide clear updates when a commitment changes.

Skills

Office scheduling

Strong writing

Calendar management

Job description

Executive Assistant – Office Administration and Scheduling

A calendar can show two meetings that fit on paper and still leave no time to prepare, travel, or answer the people waiting on a decision. This assistant helps a senior leader keep commitments realistic. The work includes scheduling, correspondence, meeting preparation, and careful follow-through with colleagues who need timely information.

Full-time, in person | Pay: $29.50-$35.50 per hour

Managing the flow of requests

You will review meeting invitations and requests, check the leader's priorities, and propose available times within the instructions you are given. An invitation may need a room, supporting material, or a question answered before it can be confirmed. You will note those needs and ask for clarification instead of treating every calendar opening as available. When a commitment changes, notify the affected people promptly and make sure the record reflects the new plan.

The position also involves drafting or preparing routine messages. A colleague might need an acknowledgement while the leader reviews a decision; another may need the approved meeting details. You should be able to write clearly without implying approval that has not been given. Sensitive correspondence and documents require discretion, including care about who is copied or given access.

Work you may own

• Maintain the calendar and identify conflicting or incomplete invitations.
• Prepare agendas or collect meeting materials from the responsible colleagues.
• Confirm rooms, participants, and practical details for scheduled discussions.
• Draft straightforward replies from approved information.
• Track follow-up items assigned after a meeting.
• Keep contact information and relevant files organized.
• Flag a request that needs the leader's decision or a priority call.
• Send an accurate update when a commitment is changed.

You will sometimes hear about several priorities at once. The assistant does not decide the organization's strategy, but can help make the tradeoffs visible: which meeting has a deadline, which can be moved, and whose input is missing. A concise summary lets the leader decide without sorting through an entire email chain. After the decision, your job is to make the confirmed schedule clear to everyone involved.

Preparing for a decision

A meeting is more productive when the leader receives the correct background material and understands what participants expect from it. You may collect an approved brief, check that a report is the latest version, and note a question still waiting on another team. You are not asked to interpret financial or policy material for the leader, but you can make the missing pieces visible. After a meeting, record the practical actions assigned to you and make sure they reach the people who agreed to complete them.

A person requesting time may have a legitimate urgency that is not obvious from a short email. Ask a focused question when needed and bring competing commitments to the leader with enough context for a decision. That approach is more respectful than accepting everything and leaving colleagues to discover a conflict later.

What you should bring

Experience supporting a busy office or coordinating schedules is valuable. Applicants whose background is in office administration, customer service, or another role with confidential communication may also be considered. Strong writing and calendar habits are important from the start; the employer will teach the leader's preferences and internal process. You should be comfortable asking a respectful question when instructions conflict and keeping private information private.

This is a role for someone who enjoys making another person's workday more orderly without needing every action to be public. A successful week includes prepared meetings, clear replies, and fewer last-minute surprises. The best assistant remembers that an invitation is also a promise to other people; small scheduling errors can affect a whole team.

A request that stays unresolved should not disappear when the leader moves to another meeting. Keep a brief status of the people awaiting a response and follow the agreed priority. The work is strongest when others receive either a clear answer or a realistic update.