Executive Support & Office Coordination

Intrado; Longmont (CO); On-site; USD 34,000 - 36,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life and disability coverage

Paid time off

401(k) retirement plan

Parental leave

Training resources

Employee discounts

Job summary

Intrado in Longmont, CO is seeking an Administrative Assistant / Office Coordinator to support VPs, Directors, and leadership teams, managing calendars, coordinating travel, preparing reports, and providing front-desk and visitor support during visits, meetings, and events.

You will coordinate conference room bookings, catering, AV needs, and office moves, maintain files and directories, process invoices, and act as a professional ambassador for the company.

Qualifications

• 2+ years of administrative, executive assistant, office coordinator, or related experience.
• Strong organizational and time management skills.
• Proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and follow-through.
• Professional demeanor and customer-service mindset.
• Ability to maintain confidentiality and handle sensitive information.
• Self-starter with the ability to work independently while supporting multiple leaders.

Responsibilities

• Provide day-to-day administrative support to Facility Management and designated leadership team members throughout the company.
• Support scheduled meetings by coordinating conference room usage and catering options.
• Assist in preparing reports and supporting materials.
• Manage or assist in RFP final print production.
• Track action items, follow-ups, and key deliverables on behalf of leadership.
• Assist with travel arrangements, itineraries, and expense reporting as required.
• Handle sensitive and confidential information with the highest level of professionalism and discretion.
• Coordinate conference room reservations and meeting logistics.
• Arrange catering, audio-visual requirements, and room set up for meetings and events.
• Support executive visits, customer meetings, and company events.
• Ensure meeting spaces are prepared, functional, and professionally presented.
• Provide administrative support for departmental training sessions and employee engagement activities.
• Prepare, edit, format, and publish departmental correspondence, reports, presentations, and communications on SharePoint site.
• Maintain organizational charts, distribution lists, contact directories, and departmental records.
• Develop and maintain filing systems and shared documentation repositories.
• Support invoice processing, purchase requests, vendor coordination, and budget tracking activities.
• Assist with data collection, spreadsheet maintenance, and preparation of recurring reports and metrics.
• Serve as a liaison between employees and Facilities, IT, Security, and other support functions.
• Assist with employee onboarding activities, including workspace preparation and coordination of office resources.
• Support office moves, seating assignments, and workplace readiness initiatives.
• Monitor common areas and conference rooms to ensure a positive workplace experience.
• Serve as reception and visitor support when customer visits, executive meetings, or special events occur.
• Greet and assist visitors, vendors, and guests in a professional manner.
• Coordinate visitor access and badge requests in accordance with company security procedures.
• Manage incoming calls and direct inquiries to appropriate personnel as needed.
• Act as a professional ambassador for the company during customer-facing interactions.
• Build strong working relationships with leaders, employees, customers, and external partners.
• Communicate effectively with individuals at all levels of the organization.
• Anticipate administrative needs and proactively resolve routine issues.
• Exercise sound judgment when prioritizing competing requests and deadlines.

Skills

Administrative experience

Organizational skills

MS Office

MS Office Suite

Verbal & written communication

Multitasking

Attention to detail

Confidentiality

Independent worker

On-site at Longmont, CO

Tools

SharePoint

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Intrado in Longmont, CO is seeking an Administrative Assistant / Office Coordinator to support VPs, Directors, and leadership teams, managing calendars, coordinating travel, preparing reports, and providing front-desk and visitor support during visits, meetings, and events.

You will coordinate conference room bookings, catering, AV needs, and office moves, maintain files and directories, process invoices, and act as a professional ambassador for the company.