Executive Assistant Office Manager

CRL Associates, Inc.; Denver (CO); On-site; USD 34,000 - 41,000; Part time

Benefits offered by this job

Health insurance

Dental insurance

Paid sick leave

Job summary

CRL Associates, Inc. is seeking a part-time Office Manager and Executive Assistant in Denver to oversee daily office operations, business administration, and HR administration while providing executive support to co-owners and staff.

We value proactive, discreet professionals with strong organizational and communication skills who can manage multiple priorities in a busy office three to four days a week.

Qualifications

• 2+ years in office management or business administration
• Experience supporting executives is preferred
• HR administration knowledge with payroll/benefits familiarity
• Strong scheduling and written/verbal communication skills
• Proficiency with MS Office and digital filing systems

Responsibilities

• Oversee daily office operations and business administration
• Provide executive assistant support to co-owners and staff
• Coordinate payroll processing and HR administration
• Manage insurance, benefits, and vendor relationships
• Schedule meetings, travel, and staff events

Skills

Office management

HR administration

Payroll

Executive support

Communication

Tools

Microsoft Office 365

Gusto payroll

Job description

CRL Associates is seeking an experienced part-time Office Manager and Executive Assistant. Our Denver-based firm works in government relations, public affairs, land use, and strategic communications. This position oversees daily office operations, business administration, and human resources administration, while providing executive assistant and administrative support to CRL’s co-owners and staff.

We are looking for a reliable, proactive professional who takes ownership of their work and maintains a consistent in-office presence. Strong organizational, business administration, communication, and technology skills are essential, along with the ability to manage multiple priorities, anticipate needs, and follow through independently. The ideal candidate should bring a warm, professional manner to the office, exercise sound judgment, handle confidential matters with discretion, and keep a busy office running smoothly.

Office operations

• Keep the office, building and common areas clean, orderly, stocked, and welcoming. Monitor office and kitchen supplies and equipment, coordinate cleaning, and address upkeep needs. Coordinate in-office meetings and events, including scheduling, setup, refreshments, technology needs, and takedown and cleanup.
• Handle mail each workday; promptly handle checks, invoices, and time-sensitive items. Coordinate deposits and approved payments, track completion, and prevent delays.
• Coordinate building vendors, maintenance, snow removal, and HVAC service. Compare bids and vendor terms and route contracts or significant expenses for approval. Coordinate safety-related maintenance and flag concerns. Manage general building inquiries, shared files, records, and service requests.
• Coordinate with IT consultants and vendors; manage service requests, assist CRL employees with technology needs and issues.

Business administration and systems

• Coordinate timely payroll processing and 401(k) and profit-sharing plan administration, including employee updates and coordination with the firm’s advisors.
• Work with the firm’s outside accounting team on financial records, budgeting support, billing, receivables, payables, and client onboarding and offboarding.
• Manage insurance administration across the firm’s business coverage and employee benefits, including renewal calendars, broker coordination, enrollment changes, documentation, and payment follow-through; bring coverage and cost decisions to the co-owners.
• Own day-to-day HR administration, including on/off-boarding, orientation, office access, personnel records, tracking leave, and handbook updates. Handle routine employee questions and coordinate with outside providers, bringing matters requiring owner decisions to the co-owners.
• Maintain business and lobbying filing calendars, including the Colorado Secretary of State periodic report and Denver and Aurora lobbying requirements. Prepare and submit assigned filings following staff or owner review, send reminders, and retain filing confirmations.
• Prepare client agreements and contracts using approved templates and maintain executed copies.
• Identify and implement approved improvements to office tools, digital filing, and workflows. Document procedures and help staff use systems consistently. Maintain client and other distribution lists and coordinate occasional website or social media updates.

Executive assistance and staff support

• Coordinate and schedule meetings for co-owners and staff as needed, including multi-party meetings and special projects. Strong scheduling experience is preferred.
• Coordinate sponsorships, purchased tables, invites/RSVPs, and organizer communications. Send approved event or fundraiser invitations and follow up with guests on behalf of the firm.
• Arrange business travel, reservations, and conference registrations.
• Track organizational memberships, renewals, and upcoming events.
• Organize itineraries, receipts, and expense documentation.
• Carry assigned administrative projects through to completion, including routine research, information gathering, and coordination with staff or vendors. Keep the requesting person informed and handle confidential information with discretion.

Qualifications

• At least two years of office management or business administration experience, including direct administrative support to executives or professional staff.
• Working knowledge of HR administration and basic employment requirements, with the ability to track relevant changes and coordinate implementation with outside advisors. Experience administering payroll, benefits, and insurance is strongly preferred.
• Strong scheduling and written and verbal communication skills; accurate document preparation and proofreading; and the ability to coordinate multiple participants, manage assigned deadlines, and solve routine problems, collaborate with staff, and complete work with limited direction.
• Proficiency with office management tools, Microsoft Office/365, and digital records, with sound judgment, financial accuracy, and discretion. Ability to learn systems and improve workflows.
• We recently transitioned to payroll to Gusto; familiarity is helpful but not required.

Attributes

• Dependable and accountable
• Detail-oriented and highly organized
• Ability to learn new information quickly
• Strong follow-through; task completion
• Proactive and able to anticipate needs
• Resourceful; comfort working independently
• Strong judgment and common sense
• Professional, discreet, and trustworthy
• Flexible/able to shift priorities when needed
• Positive, service-oriented, team-first attitude
• Takes ownership
• Looks for ways to improve office

Schedule, compensation and benefits

• Part-time, 30 hours per week, with a consistent in-office presence three to four days per week in Denver. Regular schedule and daily hours will be established at hiring.
• Compensation: $25-30 per hour, depending on experience.
• Health and dental insurance offered.
• Paid sick leave in accordance with applicable Colorado law.