Executive Assistant - Operations

Tolmar Careers • Windsor, CO

2d • $38 - $45 • Hybrid

About The Position

The Executive Assistant provides confidential administrative and technical support to the SVP Operations and the Operations Leadership Team, serves as a liaison with internal and external contacts, and ensures efficient office operations.

Requirements

• Demonstrated proficiency in written and oral communication skills to be able to collaborate with a range of different personalities and meet organizational needs.
• Advanced knowledge of Microsoft Office Suite including Word, Excel, Teams and PowerPoint.
• In-depth understanding (or able to quickly acquire knowledge) of department policies, procedures and company processes.
• Self-starter, problem solver and critical thinker.
• Ability to multitask with a high level of attention to detail in a fast-paced environment.
• Excellent verbal and written communication skills.
• Ability to use WebEx and other Video Conference tools.
• BA in Business or related discipline (or equivalent combination of education and work experience).
• Five or more years’ experience in an Administrative Assistant position with at least two years supporting an Executive.

Responsibilities

• Responsible for all administrative functions supporting the SVP Operations.
• Efficiently organizes and manages the SVP Operations’ calendar, scheduling meetings and preparing conference rooms with necessary equipment, supplies, and catering when required.
• Records meeting minutes and ensures follow-up on action items.
• Anticipates, prioritizes, and addresses urgent needs for the SVP Operations.
• Provides calendar management and scheduling support to OLT members as needed.
• Coordinates and helps plan Operations team events, including Town Hall meetings and employee appreciation gatherings.
• Adapts quickly and smoothly to constant changes in a fast-paced work environment, maintaining flexibility and an adaptive attitude.
• Exercises independent judgment to prioritize tasks and delegates responsibilities appropriately.
• Maintains regular communication with the SVP Operations while exercising the utmost confidentiality and discretion in handling sensitive business and personal matters.
• Assists with scheduling interviews, making travel arrangements, and processing expense reimbursements for visiting candidates.
• Organizes travel plans and itineraries, and manages vacation tracking for the SVP Operations as needed.
• Supports the SVP Operations by preparing or updating reports, proposals, memos, forms, correspondence, and other necessary documents.
• Handles timesheet approvals, expense reports, and purchase requisitions for the SVP Operations and OLT, ensuring compliance with budget guidelines.
• Takes on additional related duties as they arise.

Benefits

• Benefits summary: https://www.tolmar.com/careers/employee-benefits
• Tolmar compensation programs are focused on equitable, fair pay practices including market-based base pay and a strong benefits package.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 501-1,000 employees