Administrative Assistant V, Executive to Chief Executive Officer

Goodwill of Colorado • Colorado Springs, CO

2d • $70,000 - $80,000 • Onsite

About The Position

The Administrative Assistant V, Executive to Chief Executive Officer (CEO) must be able to work closely with a high-energy President/CEO in the fast-paced environment of a dynamic organization while also working independently with minimal supervision. The incumbent must be able to prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner. Demonstrating and maintaining a high level of accuracy and attention to detail are key to the success of this position. The Executive Assistant to the CEO will perform administrative and business duties as assigned in a fast-paced environment at the administrative offices of Goodwill of Colorado.

Requirements

• A High School diploma or equivalent is required.
• Seven (7) plus years of executive level administrative experience with a minimum of three (3) years supporting a CEO at an advanced level, in their full range of activities.
• Must possess a keen attention to detail,
• Must be able to cope with the pressure of deadlines and be flexible about job tasks and duties.
• Must possess the poise, articulation and tact required to successfully represent the CEO; must be neat and professionally dressed, courteous, personable, and able to communicate concisely and effectively.
• The highest level of confidentiality is required of the incumbent.
• Must possess critical thinking skills; must be proactive and autonomous.
• Must maintain a positive attitude and interact appropriately with others including all internal and external stakeholders.
• Must be skilled in Microsoft (MS) Office Suite, Outlook calendar management and able to type at least 50 wpm accurately. Must be highly skilled in MS Word, Excel, Power Point, Outlook, and Copilot.
• Position requires sitting for extended periods and using a computer keyboard for a minimum of four (4) hours each day.
• Must be physically able to carry up to 20 pounds and stand/stoop when restocking supplies.
• Must possess a high level of professionalism, excellent customer service skills and written and verbal communication skills.
• The incumbent will be required and must have the ability to drive for company business.
• Applicants/employees will be required to undergo a Motor Vehicle Record (MVR) check and background check; applicants/employees must disclose all moving traffic violations or vehicle crashes (within the last five (5) years)(Note: not all violations are a disqualification for employment and each case will be reviewed by the insurance carrier); must have valid Colorado State driver license; must also be able to operate company vehicle, and adhere to all Federal, State, and local laws governing vehicle operation.
• Applicants/employee using their personal vehicle for company business (receiving company mileage reimbursement), must have valid vehicle insurance, valid driver license, and vehicle must be in roadworthy condition.

Responsibilities

• Manages CEO’s inbox by researching, and routing correspondence; prepares summary report of inbox items, delegation, and follow-up/resolution.
• Manages CEO’s calendar by planning and scheduling meetings, conferences, teleconferences, and travel. Discusses calendar with CEO daily.
• Manages a database of projects to keep the CEO up to date on important corporate goals.
• Coordinates with CEO on follow-up activities.
• Investigates and attempts to resolve matters before they reach the desk of the CEO.
• Performs research and provides reports related to corporate initiatives.
• Manages information flow; directs inquiries and requests for support to the correct leader.
• Prepares travel itineraries, conference registrations and travel arrangements for CEO; make reservations for business-related entertainment.
• Maintains CEO’s Goodwill Industries International (GII) Systems Interactions.
• Coordinates and attends Board meetings and events, including after-hours where applicable.
• Drafts letters and documents, and triaging communications and action items.
• Prepares Power Point presentations and other meeting materials, as requested.
• Prepares and maintains Board meeting minutes and other correspondence.
• Writes email correspondence, review materials for spelling, accuracy, and other errors; write hand-written thank-you notes.
• Prepares electronic birthday cards for Board members and selected staff.
• The Executive Assistant to the CEO must have the ability to interact professionally and diplomatically with various levels of management, employees, board members, donors, and other constituents. In addition, the incumbent will deal effectively and calmly with non-routine situations following accepted guidelines.
• The incumbent must be firm but polite; must have the ability to say “no” to stakeholders, including senior leadership, when it comes to enforcing the priorities and needs of the CEO.
• The incumbent will strive to establish and maintain cooperative and productive working relationships with all employees. The incumbent will recognize their limits and professional boundaries and the expertise of other staff.
• The Executive Assistant to the CEO must maintain absolute confidentiality and highest discretion when dealing with personnel, board, and other sensitive issues. The incumbent must understand the nuances of written and oral communication with external stakeholders including board, executives at other Goodwill’s and non-profits, etc.
• The incumbent must be able to manage multiple tasks simultaneously, moving quickly from one task to another while maintaining a high level of accuracy. Following through on all assigned tasks is crucial.
• Demonstrates strong interpersonal awareness by reading the room and adapting communication style, tone, and approach to effectively engage with diverse audiences, including executives, employees, board members, donors, clients, and community partners.
• To excel in this role, you will have to provide exceptional support to the President/CEO and your Supervisor. The incumbent will also need to take a hands-on approach and contribute at a high level of expertise and professionalism.
• Assists with coordination of social events; proactively manages need for catering lunches/dinners and/or meal reservations.
• Procures items (gifts, cards, meals, etc.).
• Prepare expense reports for CEO.
• Runs occasional errands for CEO.
• Act as a relief receptionist for daily breaks, and at additional times, as needed.

Benefits

• Daily Pay! Work today, get paid today! We’ve partnered with DailyPay, a voluntary benefit to offer employees access to their pay on their own schedule.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED