Trilon Group

Trilon Group is hiring: Executive Administrative Assistant in Denver

Trilon Group, Denver, CO, United States, 80285

Job Description

Description

We are seeking a highly skilled and dynamic Executive Administrative Assistant to provide essential administrative and operational support to a team of senior executives. The ideal candidate will be a proactive self-starter, able to manage a diverse range of responsibilities, and have excellent organizational skills. This position requires someone who is mature, has a great sense of humor, exercises sound judgment, and is comfortable handling confidential information.

As an Executive Administrative Assistant, you will be responsible for a variety of office management, executive coordination, and event planning tasks. This role is critical to ensuring smooth operations, both in the office and for executive teams, while maintaining professionalism and discretion at all times.

Key Responsibilities

Office Management & Facilities Support:

Facility Management: Help oversee the cleanliness of the office, including kitchen area and supplies. Ensure the office is stocked with essentials, such as snacks and beverages, and coordinate restocking when supplies are low. Handle security access for visitors of supporting executives and ensure smooth check-ins.
Mail and Courier Management: Handle incoming mail and courier packages. Take responsibility for distributing mail and packages when necessary, including when Anna (current point of contact) is out of the office.
Meeting Room and Guest Access Scheduling: Coordinate the scheduling of meeting rooms to the supported executive team and ensure that guest access is properly arranged as per the supporting executive team’s requirements.

Executive Administration:

Executive Scheduling and Calendar Management: Provide comprehensive calendar and diary management for Tom Secker, Bob Chapman, and Michael Converse, ensuring all appointments, meetings, and events are scheduled accurately and efficiently.
Expense and Timesheet Management: Assist with timesheet entries, approval processes, and ensuring timely submission. Handle expense reports and approval for the supported executives, ensuring all documentation is accurate and processed promptly.
Travel Coordination: Coordinate travel arrangements, including flights, accommodations, and ground transportation for supported executives as needed.

Event Coordination:

Summit and Event Planning: Manage logistics for various summits, including HR Summits, Marketing Summits, Operating Partner Summits, M&A Office Visits, and Lunch & Learns. This includes handling all aspects of planning, from venue selection to catering and transportation.
Logistics for Denver-based Events: For events hosted in the Denver area, manage local logistics, including transportation arrangements, accommodations for attendees, catering coordination, and event setup.

Qualifications:

Experience: Minimum of 3-5 years in an executive administrative or office management role, ideally supporting C-suite executives or senior management.
Skills & Abilities:
Strong organizational skills with the ability to manage multiple tasks and deadlines.
Excellent communication skills, both written and verbal, with the ability to interact professionally with executives and clients.
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), and comfortable using office technology (e.g., video conferencing platforms).
Ability to maintain discretion and confidentiality in a fast-paced, high-pressure environment.
Problem-solving mindset and ability to think proactively to resolve challenges.
Experience in event coordination, especially handling logistics for corporate summits and business-related events.

Personal Attributes:

Self-Starter & Proactive Problem Solver: The ideal candidate must be someone who takes initiative and anticipates needs before they arise, managing responsibilities without needing constant supervision.
Mature & Discreet: The candidate must have a high level of maturity, with the ability to exercise sound judgment in various situations, understanding when discretion is necessary.
Sense of Humor & Positive Attitude: Must maintain a positive, professional demeanor and bring a good sense of humor to the office, contributing to a supportive and team-oriented environment.
Adaptability & Flexibility: Able to adapt to changing priorities quickly, with a keen ability to handle unexpected challenges with grace.

Additional Information:

In-Office Requirement: This role requires in-office presence five days a week, with flexibility for remote work on the fifth day, if necessary.

If you're an energetic, detail-oriented, and proactive individual with a strong ability to multitask and thrive in a dynamic environment, we'd love to hear from you. Apply today to join our team and make a key contribution to our organization's success.

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About Trilon

Trilon was formed with the vision of building the next Top 20 infrastructure consulting firm in North America by bringing together some of the nation’s best infrastructure consulting firms, focused on delivering practical and sustainable infrastructure solutions. Trilon is backed by Alpine Investors, a PeopleFirst Private Equity Firm. Trilon currently comprises 4,500+ staff across the US. For more information, visit www.trilongroup.com.