Executive Assistant - Office of Outreach & Engagement

State of Colorado; Denver (CO); Hybrid; USD 60,000 - 85,000; Full time

Benefits offered by this job

Hybrid schedule

Job summary

University of Colorado System Administration seeks an Executive Assistant to support the Vice President of Outreach & Engagement. The role entails managing calendars, scheduling, travel coordination via Concur, and producing materials for internal and external stakeholders.

You will track annual budgets, process purchases, and coordinate HR-related tasks, CRM updates, and event support, with a hybrid work schedule (2 days remote, 3 days in-office at 1800 Grant St, Denver).

Qualifications

• Bachelor’s degree or equivalent professional experience (military or work experience substituted year-for-year).
• Four (4) years of professional administrative support experience for a department and executive, including scheduling/travel/events.
• Ability to work after hours and/or on-call as needed.
• In-state travel as required.

Responsibilities

• Support the Vice President of Outreach & Engagement (VPOE) with calendar management and travel planning.
• Prepare meeting agendas, book spaces/equipment, and take meeting notes.
• Process monthly expense reports and assist with budget tracking for the team.
• Coordinate external inquiries, CRM updates, and office purchases and HR coordination.
• Produce documents, reports, and presentations using Microsoft Office and Adobe.

Skills

Executive support

Scheduling

Travel coordination

Calendar management

CRM

Microsoft Office

Adobe

Concur

Communication

Education

Bachelor’s degree

Tools

Concur

CRM software

Adobe Creative Suite

Job description

Join Our Team and Make a Difference in Higher Education!

At the System Administration office at the University of Colorado, we are dedicated to building a workplace where everyone feels valued, supported, and empowered to thrive. Our office is committed to fostering a culture where employees find community, a sense of belonging, and the opportunity to contribute meaningfully to our mission and purpose.

By joining our team, you’ll have a direct impact on shaping the future of higher education. In addition to the Office of the Board of Regents, the University of Colorado’s system administration includes 19 units that provide essential services to CU’s campuses in Aurora, Boulder, Colorado Springs, and Denver, as well as the Office of the President. While not a part of any one campus, we are proud to serve in the centralized office for the University system. Together, we ensure CU continues to deliver outstanding education, groundbreaking research, and valuable service to our communities.

We believe in creating an environment where the unique experiences and perspectives of everyone are embraced, enriching the work we do and the strategic outcomes we pursue. If you’re passionate about making a difference, contributing to a dynamic team, and supporting a mission that matters, we encourage you to apply and be part of our journey. Learn more about CU System Administration.

Position Summary:

The Office of Outreach & Engagement was created in 2019 and exists within the Department of Government Relations, Outreach & Engagement. The Office of Outreach & Engagement leads outreach and engagement on behalf of the president’s office and the Board of Regents with key audiences across the state. The office supports the university’s strategic priorities that include partnerships; community connections; programs that meet community needs; enrollment that reflects the diversity of Colorado; research collaborations with the campuses; experiential and employment opportunities for students/new alumni; and local level advocacy for CU’s public policy priorities.

The Executive Assistant - Office of Outreach & Engagement is responsible for providing administrative and clerical support for the Office of Engagement, primarily for the Assistant Vice President of Engagement, and including other team members. The position serves as the office manager and is charged with establishing and maintaining positive working relationships with internal and external constituencies. The Executive Assistant serves as the interface with other System Administration offices and campuses in order to manage multiple, complex, time-sensitive and subject-sensitive projects and tasks. This position often acts as a first point of contact and must appropriately assess and route inquiries from varying campuses, departments, and external stakeholders. The Executive Assistant is also responsible for occasional event support and activities outside regular business hours.

This position reports to the Vice President of Outreach & Engagement and is exempt from the State of Colorado Classification system.

Where You Will Work:

This role is eligible for a hybrid schedule, working 2 days from home and 3 days in the office at 1800 Grant St, Denver, CO.

Duties and Responsibilities:

Support for the Vice President of Outreach & Engagement (VPOE)

• Coordinating and managing assignments from the VPOE
• Maintaining the VPOE’s calendar and scheduling appointments and meetings
• Managing the VPOE’s travel schedule and coordination through Concur
• Providing administrative support for meetings, which may include:
  • Preparing meeting agendas
  • Scheduling appropriate meeting space and communication equipment
  • Ordering catering when necessary
  • Completing meeting notes
  • Ensuring appropriate communications and follow up
• Preparing monthly expense reports for purposes of reimbursement to the VPOE
• Assisting with other duties as assigned

Support for the Office of Engagement

• Assisting the VPOE in tracking the annual team budget
• Facilitating and processing office purchases and other financial transactions in accordance with established procedures and required authorizations
• Managing the office’s administrative operations, which includes:
  • Maintaining professional memberships
  • Keeping online subscriptions current
  • Managing external inquiries on a case-by-case basis
  • Managing the office’s human resources coordination
• Aiding in the tracking of engagement work within a customer relations management (CRM) platform
• Aiding in the tracking and ordering of university collateral and promotional items
• Creating and disseminating data, documents, calendars, correspondence, and other information as needed to the office’s internal and external constituencies on behalf of the VPOE and team
• Producing varying documents, including correspondence, reports, presentations, and spreadsheets utilizing Microsoft Office suite and Adobe
• Assisting with other duties, including special projects/tasks, as assigned

External Outreach & Engagement

• Supporting the VPOE and team to execute statewide outreach tours including:
  • Assisting with tour itineraries and materials
  • Assisting with preparation of university collateral and promotional items that will be distributed
  • Assisting with site selection of community events and making venue reservations
  • Producing community event promotional materials
  • Completing travel logistics (e.g., rental car and airplane reservations, hotel reservations, meal reservations, etc.)
  • Submitting invoices for payment from vendors on the tours
• Assisting on updates to the team’s website

Internal University Engagement

• Coordinating meetings with internal CU stakeholders, including from campuses
• Assisting the VPOE in identifying and facilitating on-campus visits with campus leadership, faculty and staff to broaden understanding of university programs

Minimum Qualifications:

• Bachelor’s degree from an accredited institution of higher education, or equivalent professional experience (professional or military experience may be substituted for the educational requirement on a year-for-year basis)
• Four (4) years’ professional experience providing administrative support to a department and a director or executive, which also includes:
  • Scheduling and coordinating meetings, travel, conferences, or other related events on behalf of a director or executive
  • Preparing complex and/or confidential reports, correspondence, presentations, and/or related materials
• Position will be required to work after hours and/or on-call, as needed
• In-state travel as required

Preferred Qualifications:

• Six (6) years’ professional experience providing administrative support, as indicated above
• Prior work experience at the university, including knowledge of the business, organizational structure, and functions of the University of Colorado
• Demonstrated experience using the university’s expense reporting system
• Experience working with Concur

Knowledge, Skills, and Abilities:

• Knowledge of executive level support best practices
• Knowledge of office management principles and best practices
• Knowledge of basic artificial intelligence (AI) skills, including understanding of how it works, how to write effective AI prompts, and how to utilize AI safely and responsibly
• Ability to learn different types of software for CRM usage and basic website maintenance
• Ability to establish and maintain positive working relationships
• Strong collaboration skills, including the ability to work with others from different areas, ages, cultures and backgrounds to reach a common goal
• Strong organizational skills, including the ability to set priorities and meet multiple goals and deadlines
• Excellent verbal and written communications skills, including proficient grammar, punctuation and formatting skills
• Excellent listening skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly
• Ability to work independently with minimal supervision and reliable professional judgment, as well as collaboratively with a team to achieve desired results
• Ability to manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness
• Ability to prioritize work and stay on task when completing special projects and daily assignments
• Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed
• Ability to self-start and take initiative in completing daily tasks and special projects
• Ability to focus on activities that have the greatest impact on meeting work commitments
• Ability to exercise sound judgment regarding confidential and sensitive information
• Advanced knowledge of Microsoft Office applications (Word, Excel, PowerPoint, etc.)