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Executive Assistant

Woodland Park, CO 80863

Posted: 11/16/2023 Industry: Administration Job Number: 49091

Job Description

Kavaliro has partnered with a client who is seeking an Executive Assistant for a contract to hire opportunity.  The Executive Assistant to the Executive Director of Information Technologies is responsible for providing professional and confidential administrative support. Enhancing the Executive Directors (Exec. Dir.) effectiveness by providing information management support and by representing the Executive Director and their department to others.

  • Assist the Executive Director in all responsibilities entailed in the execution of administrative and organizational objectives of the ministry as appropriate and deemed necessary by the Exec. Dir., ensuring the Exec. Dir.’s schedule runs smoothly.
  • Responsible for a high level of administrative and organizational support, including confidential and strategic calendar management for the Exec. Dir., preparation for meetings, travel arrangements, employee meetings and communications, processing expenses, corporate resolutions, and subsequent correspondence in connection with Board meetings.
  • Providing confidential executive support to the Exec. Dir., handles a wide range of projects, administrative and executive support related tasks, making decisions and applying discernment in confidential matters.
  • Produces information by transcribing, formatting, inputting, retrieving, copying, and transmitting text, data and graphics.
  • Conserves the Exec. Dir. time by reading, researching, and routing correspondence, drafting letters and documents, collecting, and analyzing information.
  • Attend meetings to record minutes; compile, transcribe and distribute minutes.
  • Liaise with staff and management.
  • Manage and organize files both electronic and hard copy.
  • Serve as a resource for information for both the Exec. Dir. and their direct reports.
  • Prepares reports through research, collecting, and analyzing information.
  • Prepare action plans from meeting results and distribute them to managers.
  • Prepare agendas for all Management Team Meetings.
  • Make all Exec. Dir.’s travel arrangements.
  • Schedule team meetings and ensure notices go out to all participants.
  • Follow up on action plans to ensure completion.
  • Other duties as assigned. 
  • Knowledge, Skills, and Abilities:
  • Ability to handle personal, sensitive, and confidential information discreetly.
  • Able to exercise a high degree of judgment, and diplomacy, and an impeccable commitment to confidentiality.
  • Excellent organizational skills: This role demands a high level of organization, flexibility, resourcefulness, efficiency, and a professional demeanor in the challenges represented by supporting the executive leadership team.
  • Polished communications skills – both verbal and written.
  • Excellent event planning skills and strong attention to detail.
  • Ability to prioritize tasks, delegate when necessary, and change direction quickly.
  • Able to handle changing priorities, diverse day-to-day responsibilities, as well as non-routine circumstances when they arise.
  • Able to exemplify professional behavior and excellence.
  • Excellent writing skills, reporting skills, scheduling, and time management skills. 
  • Excellent presentation skills.
  • Strong proficiency in Windows-based computer including Outlook, Word, Excel, and PowerPoint.
  • Good research skills and the ability to interpret data from varied sources.  
  • Familiar with financial statements.

  • 3+ years of experience in an Administrative Assistant position or Executive Assistant position.
  • 2+ years of experience supporting management, preferably in a non-profit organization.
  • Minimum of Associates Degree is required; Bachelor’s Degree is preferred.
  • Computer training and certifications are desirable.  Any course of study for Executive Assistants to Chief level positions would be ideal.
  • Must accurately type 60 wpm or better.
  • Strong interpersonal skills and ability to work effectively with peers, managers, with the community, different nationalities, and a wide range of people with diverse backgrounds.
  • Must be able to pass a criminal background check.
Kavaliro provides Equal Employment Opportunities to all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Kavaliro is committed to the full inclusion of all qualified individuals. In keeping with our commitment, Kavaliro will take the steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please respond to this posting to connect with a company representative.


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