Executive Assistant

Exceptional Admins (EA) is seeking a professional for an opportunity with a confidential firm, with a local office located in 80031, (moving to Downtown Denver over next 12-months).

EA is a boutique company that focuses on placing career minded professionals with growth-minded employers. The philosophy behind the EA process is to deliver top candidates to each client with the outcome producing high-level support to the role and organization. While skill-set is a large focus during the process, EA takes into consideration the desires of the candidate to produce a complete fit.

About the Executive and Company

The executive, the newly appointed (<1-year) CEO, holds a very busy schedule making this supportive role exciting and involved. Daily preparation for each meeting is vital. The executive has had strong admin partnerships before, so she knows the value of leveraging an assistant to their fullest potential. The company is backed by a private equity firm. They have around 100 employees. The company is currently located in Westminster, yet plans to relocate to the Westside of Downtown Denver. 

Hiring Goal

The client seeks a professional who is well-versed in being nimble and is highly organized. Both traditional and project-based responsibilities will fall on the desk of this Executive Assistant. The role needs someone who can work fast and with precision. The right candidate will be strongly focused on providing incredible service while balancing multiple tasks that support the business and its initiatives.

ROLE OVERVIEW

Executive Support – 100 %

• Heavy calendar management across multiple time zones (US based) 
• Coordinate internal and external meetings 
• Inbox management
• Assist with correspondence: email, notes, and memos
• On a weekly basis, work closely with executive team members to support meeting activities happening before and after
• Create and distribute meeting agendas and hand-outs
• Track action items and follow ups
• Act as hospitality partner helping with relationship and employee needs
• Act as a strategic partner, streamline and manage to-dos to meet deadlines
• Suggest process improvements and ways to maximize overall efficiency 
• Prioritizing immediate needs and possible challenges
• Support executive with Board obligations, presentation support and the like; meetings happen monthly and quarterly
• Maintain meeting minutes 
• Oversee  commercial, domestic/international travel arrangements (monthly) 
• Prepare itineraries and coordinate full cycle logistics 
• Maintain and track expense reporting (RAMP)
• Support onsite meetings including ordering meals, A/V set up, meeting and greeting guests, and wrapping up (weekly, for internal and external) 
• Track internal and external contacts, maintain contact database 
• Help coordinate company Town Hall Meetings (quarterly) 
• Support meeting preparations (i.e., deck, tech) 
• Lead initiatives to improve workflows and SOPs (i.e., implement a PM tool such as Trello) 
• Have experience and expertise with PowerPoint presentations, expert highly desired
• Have experience collaborating with other CFO and other C-Suite executives
• Help with personal tasks, as assigned (not a lot)

Desired background and attributes 

Candidates will be considered in totality of their skills and experience versus strict interpretation of “must haves.”

• Proficient with Microsoft Office 365 + SharePoint + Teams
• Knowledgeable with CRM (Microsoft Dynamics) 
• Professional demeanor with excellent verbal and written communication skills
• Self-starter and forward thinker
• Familiar with RAMP, a plus
• Ability to work independently with little supervision
• Nimble, adaptable, and entrepreneurial mindset, a big plus

Company Offerings

• Working Hours: This role is full-time and in person. 
• Salary: $90k-$110k
• PTO: 40 hours per year, accruals begin on start date.
• PST: All regular full-time and part-time employees are eligible to begin accruing paid sick time based on hours worked beginning on their date of hire. Accrued at 1hr for every 30hrs work. Maximum accrued is 48 hours per year.
• Holidays 6 paid holidays include:
• New Year's Day, Memorial Day, Independence Day (observed), Labor Day, Thanksgiving, Christmas Day
• Healthcare: Company has plans available; Medical (Kaiser Permanente). Dental, Vision, Voluntary Life, Group Life, Voluntary AD&D, Short and Long-term Disability, Accident, Critical Illness, Hospital Indemnity insurance (effective the first day of the month following start date) (Reliance Matrix).
• Office Perks: Monthly recognition program, holiday events.
• Parking: Free parking in the outside lot.  
• Cell: Phone provided.

Interview Cadence (understanding things may pop up)

1. Phone screen between candidate and Exceptional Admins (30-mins)
2. If a fit, candidate creates personal, admin portfolio (2.5-hrs)
3. Once candidate’s fit is confirmed, conduct video interview with Exceptional Admins (30-mins)
4. First client interview: Video screen with company CEO (30-mins)
5. Second client interview: Onsite interview in Westminster with company team (2-hrs)
6. Third client interview (optional): Phone call/Video meeting with one or two staff members (30-mins)
7. Connect with references
8. Hiring decision

Is this the right fit for you? 

The ideal employee would meet 8 out of the 11 attributes to be successful (and fulfilled) in this role: 

1. You would be described by many as very organized
2. You have experience working very closely with a fast-paced, heavily scheduled executive
3. You’ve worked with a board before and know the ins and outs of what makes everyone successful
4. You have a servant-heart through and through
5. You can work autonomously because you are resourceful
6. Exceptional problem-solving skills where challenges don’t fluster you but energize you to ‘figure-it-out’ 
7. You like to ask questions to confirm expectations
8. You know what it’s like to work with an in-demand executive
9. You enjoy being 10-steps ahead
10. You love to write everything down
11. Would self-describe as “curious, a quick learner, and process driven”

Xclusive Services provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type 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. 

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. 

Employment is contingent upon you successfully completing the vetting process and passing verification of references and employment, and background investigations.