(Auraria) Executive Assistant. Jobs

Department Information

Welcome to the Auraria Higher Education Center (AHEC) located in the Platte River Valley in downtown Denver. AHEC is the service provider for 38,000 students and approximately 5000 faculty and staff working at and attending the Community College of Denver, Metropolitan State University of Denver and the University of Colorado Denver. Learn more about us through this link: Auraria Higher Education Center

Auraria employees enjoy an excellent benefits package which includes paid vacation, holidays and sick leave, discounted RTD Eco-Pass, BenefitHub (medical, dental, disability, life), and outstanding retirement plan. Learn more through this link: Benefits Link

If you're interested in a great job working alongside great people, this may be the opportunity for which you've been waiting.

Description of Job

Hours of Work: This position is Non-Classified and Administrative Exempt. Typical work hours are 8:00 am - 6:00 pm daily. The individual selected can expect that work will be performed in our business offices, and that extended hours of work may occur based on business needs.

The Auraria Higher Education Center is looking for consummate professional with proven experience in an Office Administrative role who is committed to carrying out their duties with the utmost professionalism, confidentiality, and skill. Reporting to the Chief of Staff and executive Assistant to the CEO, this position requires excellent judgement, a keen sense of tact and diplomacy, and the discretion necessary to handle confidential and sensitive materials.

This position requires, strong organizational skills, attention to detail and accuracy, excellent communication skills (oral and written), excellent editing and proofreading skills, proven comfort and proficiency with technology, flexibility, a strong work ethic, dependability, a demonstrated ability to take initiative in anticipating, organizing and planning for cyclical future needs and tasks; and a high level of professionalism with the ability to communicate clearly and tactfully, projecting a helpful, positive impression even when under pressure or stress.

Personal growth and professional development are integral to the job- you will develop a strong sense of ownership over your projects and responsibilities, in addition to taking on new ones over time. A successful Executive Assistant balances these responsibilities through perseverance, excellent time management skills, and a strong commitment to "doing the job right" with an eye to long-term impact.

Job Summary

The Executive Office Support role provides comprehensive administrative support to the Senior Leadership Team and the duties of the Executive Office. which includes providing services for multiple agency department including: Operations and Facilities, Campus Planning, Programs and Services, Integrated Marketing & Communications, and Executive Programs. As part of the executive level staff, the position assumes responsibility for a variety of high-level assignments, including oversight of special projects, reports, and or research initiatives.

Specific Responsibilities

• Serves as the department's payment reallocation coordinator; allocating charges to the appropriate accounts and reconciling p-card purchases as required.
• Assists with special projects, as assigned.
• Coordinates, prepares, and submits agency reports, as required by the CEO.
• Prepares a daily calendar with the appropriate briefing materials for the CEO.
• Provides department reception services, serving as liaison for the Executive Office with internal and external customers. Becomes a resource for general campus matters and referrals, providing expert guidance to other departments on issues associated with the Executive office.
• Coordinates all day-today administrative responsibilities for the CEO including scheduling and coordinating meetings and events, answering phone calls, reviewing e-mail, scheduling rooms, and taking meeting minutes.
• Builds and maintains strong working relationships with the CEO, executive team, university partners, board members, and staff.
• Serves as the Executive Office resource for records, data, and other critical information, retrieving information and compiling data as requested.
• Reviews all emails and keeps inbox organized.
• Creates Google alerts as needed for news and information pertinent to the Auraria Campus downtown Denver, and higher education initiatives.
• Monitors office equipment and orders office supplies.
• Continually builds and maintains contacts in Outlook.
• Helps maintain files and records related the Auraria Board of Directors and other assigned committees in compliance with guideline requirements to ensure that information can be efficiently retrieved.
• Serves as the backup paymaster for multiple departments, coordinating necessary payroll items such as automated pay records, timesheets, leave requests, and payroll distribution.
• Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
• Keeps CEO informed of all changes; produces agendas, prepares and review materials.
• Drafts emails, correspondence, and communications from the CEO, executive team, university partners, board members, and staff.

Additional Duties: Perform such other duties as are assigned from time-to-time by the direct supervisor and members of the AHEC leadership team.

Minimum Qualifications

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

• Experience working with a Board of Director/Governing Board.
• A Bachelor's degree in business administration or a related field or a minimum of 2-5+ years in a high-level administrative or executive assistant capacity or relevant experience including providing administrative support to a senior administrator, or a equivalent combination of education and experience.

The ideal candidate will clearly demonstrate in their application the following:

• Consistently strives to support a streamlines work environment by instituting, reviewing, and updating office procedures to improve workflow and communications.
• Advanced knowledge with Microsoft Office Suite.
• Strong organization skills, including attention to detail and commitment to follow-up and follow-through.
• Excellent written and oral communication skills.

Personal Characteristics:

Other Qualities Sought

• Ability to remain calm under tight deadlines and be flexible and open to frequent schedule changes.
• Must display sound, mature judgement, and decision-making ability, including knowing what to handle independently and to bring the CEO's attention. Should have the confidence and ability to push back when needed.
• Possesses an enthusiasm for our mission and that our higher institution partners.
• Outstanding interpersonal skills. Must demonstrate poise, tact, and diplomacy at all times and be able to interact successfully with board members, staff, and key stakeholders.
• Intrinsically motivated with a vision and drive to be a part of something bigger..
• Must be trustworthy and able to keep matters confidential.
• Motivated to create a communication database of who we need to know and who needs to know is.
• Instinctively collaborate, curious, pleasant natured, and has a good sense of humor.