Administrative Assistant

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Job description

**Please include a cover letter with your resume**

Position: Administrative Assistant

Reports to: Senior Level Manager

Status: Exempt

Salary: $50,000 to $56,000 annually, depending on experience.

Position Scope:

The Administrative Assistant is responsible for providing administrative support for senior level managers (typically two). The Administrative Assistant is a crucial member of the team who must anticipate the needs of the senior managers he or she supports, is trusted with considerable latitude and flexibility in carrying out assigned tasks, and must possess excellent judgment, discretion, and tact. The role demands excellent written and oral communication skills, a service mindset, a high degree of confidentiality, solid judgement, and professionalism.

Essential Duties and Responsibilities include the following:

• Manage the calendars of two senior level managers
• Schedule meetings, send calendar invitations and meeting reminders

• Prepare agendas and take minutes
• Prepare information packets or supporting information as appropriate

• Manage the email accounts of two senior level managers
• Monitor and respond where appropriate to incoming email throughout the day

• Respond to meeting requests
• Flag urgent items and deadlines
• Respond to requests for basic information

• Research, compile, and organize information for two senior level managers
• Provide administrative support to include the following:
• Prepare agendas and take minutes

• Maintain member rosters
• Prepare and distribute orientation packets for new members
• Respond to inquiries from interested candidates
• Track legislation using bill tracking software and distribute to stakeholders

• Draft and respond to correspondence; proofread and edit written materials.
• Collect data and provide research and administrative support on special projects.
• Organize and streamline recurring processes.
• Manage travel arrangements for multiple senior managers (typically two)
• Make airline, lodging, conference, car rental reservations

• Prepare travel itineraries

• Use initiative and judgement to anticipate potential challenges and provide solutions

• Prepare expense and mileage reports for two senior level managers
• Schedule and staff department events and activities
• Perform other duties as assigned

Required Knowledge, Skills and Abilities:

• Experience supporting senior level staff.
• Experience interacting with senior executives and/or elected leadership.
• Ability to make independent decisions and handle highly sensitive, confidential, and/or political information.
• Strong writing, editing, and proofreading experience in a business environment.
• Comfortable handling multiple concurrent priorities and working in a high-performing, busy environment.
• Must perform well in high-pressure or deadline-driven situations.
• Must work well independently and in a team environment.
• Proficient in Microsoft Office suite, web-based applications, video conferencing platforms.
• Infrequent after-hours and weekend work may be required.

Education:

• Associate degree plus 3 years of experience providing executive level support, or equivalent experience.

Physical Demands:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Note: Nothing in this job specification restricts management's right to assign or reassign duties and responsibilities to this job at any time. Critical features of this job are described under various headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. The above statements are strictly intended to describe the general nature and level of the work being performed. They are not intended to be construed as a complete list of all responsibilities, duties, and skills required of employees in this position. This job description does not constitute a contract for employment.

Job Type: Full-time

Pay: $50,000.00 - $56,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• 8 hour shift

COVID-19 considerations:
We are following all federal, state, and local guidance relating to COVID-19 precautions.

Ability to commute/relocate:

• Colorado Springs, CO 80903: Reliably commute or planning to relocate before starting work (Required)

Education:

• Associate (Preferred)

Experience:

• Microsoft Powerpoint: 1 year (Required)
• Microsoft Excel: 1 year (Required)
• Microsoft Outlook: 1 year (Required)
• Virtual Meeting Platform: 1 year (Preferred)

Work Location: One location