Executive Assistant - USA Triathlon (Colorado Springs, CO)
Job Title: Executive Assistant
Reports to: Chief Executive Officer
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
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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