Executive Office Administrator

Colonial Group; Denver (CO); On-site; USD 70,000 - 90,000; Full time

Job summary

Colonial Group is seeking an Executive Office Administrator to support the President & CEO and the Executive Office. The role requires high organization, discretion, and strong communication to keep board and leadership aligned.

You will prepare and edit executive communications, coordinate meetings and travel, manage calendars in Office 365, and help implement systems that improve executive office effectiveness. This position reports to the CEO’s office and partners with cross-functional teams.

Qualifications

• Bachelor’s degree preferred in communication, English, public or business administration, or related field.
• Minimum 5 years of experience in executive support or corporate communications.
• Strong judgment and discretion with sensitive information.

Responsibilities

• Serve as liaison to the Board of Directors and prepare board materials.
• Draft, edit, and format executive communications for internal audiences.
• Coordinate executive calendars, meetings, and travel using Office 365.
• Support planning of executive retreats and strategic leadership meetings.
• Develop and maintain standard operating procedures for executive office functions.
• Ensure timely follow-up on actions from meetings.
• Maintain electronic records and assist with cross-organizational initiatives.

Skills

Clear communication

Executive systems

Attention to detail

Time management

Cross-functional relationships

Discretion & confidentiality

MS Office proficiency

Education

Bachelor’s degree in communications or related field

Tools

Microsoft Office

Job description

Position Summary

The Executive Office Administrator is a highly organized, detail-oriented, and proactive professional responsible for supporting CCH’s President & CEO and Executive Office. This role requires strong communication skills and a high degree of professionalism, strong judgment, and discretion. This role supports transparency across the Coalition through preparation of clear organizational communication from the Executive Office and serves as the point person for all support work related to the Board of Directors. This role will also help build systems that allow the Executive Office and larger Executive Team to function effectively. In these capacities, this role serves as a trusted partner to the Executive Office, ensuring seamless coordination of executive priorities and board engagement.

Duties/Responsibilities (Essential Functions)

Board of Directors Support

• Serves as a support liaison to the Board of Directors.
• Provides strong communication and support for the Coalition’s Board of Directors, including development and timely distribution of board packets, management of all board-related materials (e.g., rosters, committee charters), scheduling of board and committee meetings.
• Develops, implements, and maintains standard operating procedures for core processes related to the functioning of the Board of Directors, including board onboarding, and assists with evaluating and implementing the use of technology to support these functions as needed.
• Maintains electronic records of appropriate board documents.

Organizational Communication

• Prepares, edits, formats, and reviews documents, talking points, presentations, and other executive communication to provide clear communication to internal audiences aligned with organizational brand and messaging; coordinates distribution as needed.
• Maintains Executive Team communication channels in collaboration with other communication staff to provide timely and accurate information to internal audiences.
• Supports effective planning and implementation of organizational meetings (e.g., All-Staffs) through development of agendas, developing content in coordination with team members, and administering virtual meetings.

Executive Team Support

• Works collaboratively with the Director of Strategy and Impact to develop, improve, and implement systems and project management tools that enable effective functioning of the Executive Team.
• In coordination with the Director of Strategy and Impact and other Executive Team members, ensures all Executive Team meetings have clear agendas prepared in advance and that follow-up tasks from meetings are clearly noted and tracked.
• Assists with planning Executive Retreats, strategic planning sessions, and leadership convenings as needed.

Executive Office Support

• Supports strategic use of Chief Executive Officer’s time through calendar and other Office 365 support, travel coordination, proactive review of and preparation for upcoming meetings, and management of follow up tasks in coordination with internal and external participants.
• Proactively manages and prioritizes competing executive requests, ensuring alignment with the CEO's strategic priorities and time allocation.
• Manages p-card purchasing, including tracking and reconciling expenses, in alignment with CCH policies as needed.
• Supports other assignments as requested

Education, Licensure and Certifications

• Bachelor’s degree, preferred in communication, English, public or business administration, or related field

Experience

• At least 5 years of previous experience as an Executive Assistant or in internal or executive communication
• Knowledge of or experience in Colorado and Metro Denver affordable housing, health care, and/or homelessness response issues and community partners, preferred

Job Competencies

• Ability to communicate clearly and effectively verbally and in writing, exercising sound judgment in messaging and tone
• Demonstrated ability to create and maintain systems that improve executive office effectiveness, organization, and accountability
• Strong attention to detail and organizational skills
• Strong prioritization and time management skills with ability to adapt to changing priorities and competing deadlines
• Ability to build and maintain strong cross-organizational relationships, including with executive leaders
• Ability to handle sensitive information with confidentiality and discretion
• Proficient in Microsoft Office suite and other programs required for communication functions.

Physical Demands and Working Conditions

Physical Demands

The physical demands and work environment are representative of those that must be met or encountered to successfully perform the essential functions of the job with or reasonable accommodation and without posing a direct threat to safety or health of self or others. In compliance with the Americans with Disabilities Act, CCH provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the Company.

Percentage of work time spent on activity: 0% - 24%, 25% to 49%, 50% to 74%, 75% to 100%.

• SEEING: Must be able to read computer screens and printed documents.
• HEARING: Must be able to hear well enough to communicate with employees and others.
• STANDING/WALKING: X
• CLIMBING/STOOPING/KNEELING: X
• LIFTING/PULLING/PUSHING: X