Executive Assistant Job at Investments & Wealth Institute in Englewood

The executive assistant supports the organization by performing office administration and executive support duties as assigned by the Director of HR and Administration. Responsibilities include office and workplace management, planning and organizing Board meetings, document control and administration, creating reports and presentations, scheduling and stakeholder relationship management. The executive assistant works closely with the CEO and COO, as well as other executive leadership, as needed, to fulfill tasks that support operational efficiency and cross-departmental collaboration. The executive assistant represents executive leadership, and the organization when interfacing with volunteers, VIPs, industry executives and thought leaders.  This role reports directly to the Director of HR and Administration, and may accept direction from other members of the executive team

Duties & Responsibilities:

1. Office Management and Administration:

• Assist in scheduling and planning of monthly All Staff Meeting and Collaboration Weeks.
• Ensure that office equipment is operational and schedule repairs and service as needed
• Process outgoing and distribute incoming mail. Process returned mail.
• Act as main point of contact with document storage facility and office equipment
• Office Maintenance: Contact appropriate building personnel
• Manage Culture Club activities including staff retreats, charity/volunteer events and collaboration days.
• Order office/equipment/kitchen supplies as needed.  Ensure inventory is adequate for office use and needs. Order supplies specific to staff request.
• Submit office and benefits invoices for processing. Ensure vendors are set up accurately in AP software.
• In coordination with Legal ensure all contracts are saved in the contract drive, as well as log them on the contract spreadsheet. 
• Assist with other responsibilities as needed and assigned by supervisor.

1. Executive Administrative Support:

• Provide administrative support to Executive Team members, as needed, working closely with the CEO and COO to coordinate and/or draft written communications, reports, presentations, expense reports, scheduling, etc.
• Oversee and assist in the maintenance and organization of electronic and paper filing systems for the governance of the organization.
• Oversee and assist in the maintenance and organization of communications, including internal communications, Board communications, and communications to external industry groups
• Oversee and assist in the maintenance and organization of strategic plan documents, project files, and/or communications.
• Plan and support 3-5 Board meetings per year.
• Develop and maintain board books and meeting materials in BoardEffect, board-approved policies and organizational procedures.
• Assemble, prepare, and distribute agenda and support materials for Board and Commission meetings, including orientation meetings. 
• Research and recommend venues, coordinate F&B, AV, contracts, etc.
• Coordinate and produce materials in the board portal (BoardEffect)
• Provide administrative support to the Chair and Directors.
• Take, prepare, and distribute meeting minutes for the Board of Directors, Finance Committee, Certification Commissions and other committees as requested.
• Other related duties, as assigned

Education and Experience

• High school degree plus five years’ experience as an administrative assistant or executive assistant is required; bachelor’s degree Preferred.
• At least two years’ experience with Adobe suite products, Microsoft Office (including PowerPoint) with a high level of proficiency.
• Experience managing travel and event planning.

Essential Knowledge, Skills and Abilities

• Excellent customer service, telephone and interpersonal skills.
• Must have a positive attitude and disposition.
• Exceptional attention to detail, organizational and time management skills with the ability to aid and support colleagues in the same.
• Efficient and resourceful work ethic.
• Ability to work independently with minimum supervision and with all levels of internal management and staff, as well as board of directors, other volunteers, outside clients and vendors.
• Excellent written and verbal communication skills.
• Ability to discern sensitive issues and handle them in complete confidence.
• Excellent time management skills with the ability to efficiently plan, organize, and carry out work from a variety of sources in order to meet deadlines and achieve objectives.
• Strong computer and internet research skills.
• Ability to travel 3-6 times a year.

IWI has a hybrid workplace in Greenwood Village, CO. In-office expectation is 2-3 days per week. 
Salary range is $60,000 - $70,000 and is dependent on experience. 
Investments & Wealth Institute is an equal opportunity employer. 
 

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