We are seeking a skilled, highly motivated, and entrepreneurial individual to provide support to two small teams in Denver as Administrative Assistant. This role will manage the day-to-day operations of the 4th floor of our office and supervise the 4th-floor front desk. This role will provide administrative support so all staff can thrive and perform at their best. We are looking for excellent interpersonal skills as well as communications and technical skills. Ideal candidates will have a minimum of 2+ years of experience in a professional setting. The successful candidate will be both a self-starter who knows how to take initiative and a collaborative colleague who can work effectively in a small and dynamic office.
Key Roles & Responsibilities:
Scheduling - Manage calendaring and meeting scheduling for two teams of 7-10 individuals each.
Expense Reporting – Complete monthly expense reports for a team of 7-10 individuals.
Travel Coordination – Serve as the primary travel coordinator for a team of frequent travelers and provide support for ad-hoc travel coordination needs by other associates or guests. Engage with other operations staff to coordinate complex travel.
Office Management –
Oversee the front desk to ensure reception function is sufficiently covered at all times.
Serve as the receptionist and greeter for all mail, shipments, and visitors to our office.
Assist with scheduling and coordinating logistics and material preparation for large group meetings and events; proactively engage technology team for advance preparation.
Maintain stock of office snacks, drinks, supplies, etc.
Serve as the primary point of contact for all Miele coffee machine maintenance, repair, and troubleshooting.
Serve as the primary point of contact for in-office technology (partnering closely with IT) to troubleshoot issues and maintain equipment.
Serve as the primary point of contact for office vendor relationships. Liaise with other Office Management staff for building maintenance, parking garage requests, and office-wide communications.
Manage office safety and security program, coordinating with both the building management and WEI office operations team.
Office Culture – Work closely with Operations staff on varying teams to coordinate and execute engaging social events. This includes planning, setup, teardown, coordination of catering, and other event planning functions. There will periodically be office events for external partners in which support will be needed for logistics and coordination.
Minimum of 2+ years work experience in an administrative role in an office environment
Demonstrable scheduling mastery
Exceptional communication and collaboration skills
Ability to manage up to numerous stakeholders
Proven organizational and time-management skills
Proficient in Microsoft Word, Excel, Outlook, PowerPoint, SharePoint
Flexibility and interest to learn and perform new functions as the organization evolves
Prior event planning experience, a plus
Experience working across Mac and PC systems, a plus
Ability to sit or stand for extended periods of time and occasionally lift up to 25 pounds
Personal attributes that support your success:
You are helpful, a team player, and show respect while collaborating with others
Unquestionable ethics and personal integrity
You are results oriented and exercise sound judgment in your work
A lifelong learner, who is inquisitive and solves problems with bold thinking and innovation
A visionary who plans for the future with imagination and wisdom
You are dedicated to achieving excellence and working with others to tackle the tasks at hand
You create fun and bring a positive attitude to work each day
We are an equal opportunity employer and are committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.
All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement and a background check. We also require all employees to provide proof of COVID-19 vaccination as a condition of employment.