Executive Assistant & Project Coordinator

Shiloh House; Littleton, Northern (CO, KY); Hybrid; USD 52,000 - 64,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Life Insurance

403(b) Retirement Plan

Mileage Reimbursement

ClassPass Membership

12 Paid Holidays

Tuition Discount CCU

Job summary

Shiloh House is seeking an Executive Assistant & Project Coordinator who will provide high-level administrative support to the COO and coordinate agency-wide projects. The role blends day-to-day admin with strategic process improvement and communications leadership.

The ideal candidate will excel under pressure, communicate flawlessly, and manage multiple priorities with discretion, helping drive quality initiatives and organizational efficiency across the agency.

Qualifications

• Bachelor's degree preferred; equivalent professional experience may be considered.
• Discretion and high ethical standards in handling confidential information.
• Excellent verbal and written communication across all levels.
• Empathetic, professional interaction with parents, professionals, and supervisors.

Responsibilities

• Provide high-level administrative support to the COO and leadership.
• Manage COO emails and internal/external communications.
• Act as liaison with stakeholders on behalf of the COO.
• Handle core admin tasks: data entry, filing, scanning, document creation.

Skills

Executive Support

Project Coordination

Communication

Interpersonal Skills

Adaptability

MS Office

Google Workspace

Driver's License

Education

Bachelor's degree

Tools

MS Office Suite

Google Workspace

Job description

Executive Assistant & Project Coordinator

Shiloh House is seeking a highly organized, proactive, and detail-oriented Executive Assistant & Project Coordinator. This dynamic role is split between providing high-level administrative partnership to the Chief Operating Officer (COO) and driving agency-wide project coordination, quality improvement initiatives, and strategic communication.

The ideal candidate is a critical thinker who thrives under pressure, communicates flawlessly, and moves seamlessly between day-to-day administrative tasks and big-picture project management.

Salary: Starts at $57,784/year (In accordance with the Colorado Equal Pay for Equal Work Act. Actual pay is adjusted based on experience and job-related factors).

Health & Wellness: Comprehensive medical, dental, vision, life, accident, and critical illness insurance.

Fitness Benefit: ClassPass Membership providing free access to local fitness classes, gyms, and wellness experiences.

Retirement: 403(b) retirement plan with an agency match.

Time Off: Generous Paid Time Off (PTO), Personal Leave, and 12 Paid Holidays.

Education & Growth: 10% tuition discount for online programs at Colorado Christian University (CCU), plus robust internal promotion opportunities.

Financial Perks: Mileage reimbursement, performance bonuses, and eligibility for the Public Service Loan Forgiveness (PSLF) program.

Work-Life Balance: Flexible scheduling options and access to an Employee Assistance Program (EAP).

Key Responsibilities

Executive Support & Administration

Strategic Partnership: Provide advanced, high-level administrative support to the COO and designated leadership.

Communications Management: Manage the COO’s email correspondence and facilitate seamless internal and external communication.

Leadership Liaison: Serve as a professional staff support and liaison on behalf of the COO when interacting with stakeholders.

Daily Operations: Execute core administrative tasks including data entry, filing, scanning, document creation, and form design.

Project Coordination & Quality Improvement

Project Oversight: Track, coordinate, and drive agency projects and departmental initiatives from conception to completion.

Quality Improvement: Aid in overall agency quality improvement by analyzing workflow efficacy and ensuring initiatives remain successful.

Problem Resolution: Detect, analyze, and resolve operational problems within the agency by gathering and incorporating cross-functional feedback.

Internal Communications: Design and execute effective internal communication plans to disseminate critical agency updates.

Service Functions: Plan, coordinate, and direct a broad range of general service functions across the agency.

Qualifications & Requirements

Education: Bachelor’s degree in a related field preferred. Equivalent professional experience may be substituted with Administrator approval.

Professionalism: Proven ability to handle highly confidential information with absolute discretion and emotional intelligence.

Communication: Exceptional verbal and written communication skills across all organizational levels.

Interpersonal Skills: Demonstrated ability to interact professionally and empathetically with parents, outside professionals, and supervisors.

Adaptability: A positive, problem-solving mindset with the ability to pivot priorities rapidly in a fast-paced environment.

Technical Proficiency: Advanced knowledge of MS Office Suite and Google Workspace tools and the ability to learn and use other platforms.

Mobility: A valid Colorado driver’s license (or ability to obtain one), a clean motor vehicle record, and a reliable vehicle for occasional local travel.

Compliance: Must successfully pass a comprehensive background screening (state criminal checks, fingerprinting, sex offender registry, and child abuse/neglect clearances) per Colorado Department of Human Services regulations. A pre-employment health evaluation/physical is required.