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Administration/General Management: Administrative/Executive Assistant
Executive Assistant - USA Triathlon (Colorado Springs, CO)

Job Title:                              Executive Assistant                                                        

Reports to:                          Chief Executive Officer

Position Summary

The Executive Assistant is a full-time position with three specific areas of responsibility: administrative support to the Chief Executive Officer; administrative support to the Chief Operating Officer; and administrative and logistical support to the Board of Directors and the Senior Governance Affairs Manager and HR Manager.

Duties and Responsibilities

  • Manage calendars for internal and external meeting requests, domestic and international travel reservations, conference calls, and other events

  • Manage financial records including travel reimbursements and monthly credit card reconciliation

  • Prepare digital, audio-visual, and hard copy presentation materials and periodic reports using multiple software programs

  • Distribute meeting agendas, take notes/minutes, and distribute follow-up/action items

  • Lend administrative support to multiple, national governance committees as directed

  • Draft correspondence and/or communicate directly on CEO’s behalf as requested

  • Monitor incoming communications for CEO including e-mail, telephone calls, facsimiles, and mail, and sort/distribute as needed

  • Manage CEO contacts, office files, and other record keeping, including legal and other sensitive, confidential documents

  • Act as liaison and gatekeeper for CEO to internal and external constituents, and assist with getting CEO’s signature on checks, purchase orders, and other important documents as needed

  • Act as liaison for COO to internal and external constituents

  • Special project research, database development and management, and targeted event support as directed for COO

  • Assist Senior Governance Affairs and HR Manager with preparation of  Board meetings and other governance related tasks

  • Assist board members with additional, non-meeting-related travel arrangements as directed

  • Manage the online governance database including committee rosters, contact information, and Conflict of Interest compliance, and communicate to governance constituents as needed

  • Other duties as assigned

 Requirements

  • Bachelor’s degree and a minimum four years experience as a C-level Executive Assistant

  • Expert-level proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Publisher

  • Ability to establish and maintain effective working relationship with staff and volunteers in a team situation, and with members of the Board of Directors and other ancillary constituent groups

  • Exceptional communication, interpersonal, and customer service skills, including sound English, spelling and grammar skills, and telephone skills

  • Ability to create, compose, and edit written materials in accordance with AP and CMS style guidelines

  • Self-motivated with the ability to organize and schedule work assignments; exceptional attention to detail; ability to manage multiple projects simultaneously

Additional Skills Preferred

  • Graphics and audio-visual experience including, Prezi, Adobe Photoshop, Adobe Pro, and Windows Movie Maker

  • Knowledge of Mac/iOS and photography                                       

Physical Demands and Working Conditions:

  • While performing the duties of this job, the employee is regularly required to sit for long periods of time, talk and hear. 

  • The employee is frequently required to prolonged use of hands/wrists/arms.

  • Occasionally required to lift up to 30 lbs.

  • This position may require some travel to include working non-traditional work hours/overtime hours.

Compensation and Benefits:

Full-time position located in Colorado Springs. Comprehensive benefits package included.

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