Executive Assistant

$70,000 - $85,000/Yr

Gaia, Co.,Ltd. - Louisville, CO

posted 4 months ago

Full-time - Mid Level
Onsite - Louisville, CO
Performing Arts, Spectator Sports, and Related Industries

About the position

Gaia is seeking an Executive Assistant to support three C-level Executives in a dynamic environment located in the heart of Gaia. The ideal candidate will possess a Bachelor's degree and a minimum of 5 years' experience in an Executive Assistant role directly supporting C-level executives. This position requires a professional demeanor, exceptional organizational skills, and a positive attitude. The Executive Assistant will serve as an integral liaison for the Executives, responsible for a wide range of professional-level functions including comprehensive calendar management, travel coordination, deck preparation, and various administrative tasks as assigned. The Executive Assistant will represent the company and its executives professionally when greeting visitors or communicating on behalf of the company. Responsibilities include answering and screening calls with diplomacy, managing calendars using MS Outlook, coordinating travel for executives and board members, and summarizing itineraries. The role also involves comprehensive data management using MS Excel, including data entry, pivot tables, VLookup, and monthly expense/account reconciliation. Additionally, the Executive Assistant will coordinate events such as quarterly company-wide meetings, community events, and corporate board meetings, as well as manage meeting space and conference room calendars. The position requires creating and managing PowerPoint presentations and Excel spreadsheets, developing an efficient documentation and filing system, and performing other administrative functions such as processing mail, maintaining office supply inventory, proofreading correspondence, and conducting research for company initiatives. The Executive Assistant will also liaise with outside vendors and the corporate facilities manager, maintain an organized workstation and executive area, and perform other duties as assigned.

Responsibilities

  • Professional representation of company and executives when greeting visitors or communicating on behalf of Company
  • Answer and screen calls with diplomacy
  • Comprehensive calendar management using MS Outlook
  • Coordination of travel for Executives, board members, prospective employees, and team members, summarization of itineraries; cross-departmental scheduling/coordination
  • Comprehensive data management using MS Excel including data entry, pivot tables, VLookup, and monthly expense/account reconciliation
  • Event coordination such as quarterly company-wide meetings, community events, parties, and corporate board meeting
  • Meeting space/conference room calendar management
  • Create and manage PowerPoint presentations and Excel spreadsheets
  • Develop and carry out an efficient documentation and filing system
  • Other administrative functions such as processing mail and package deliveries, maintaining office supply inventory, proofreading correspondence, and research for company initiatives
  • Liaison with outside vendors and corporate facilities manager
  • Maintain an organized workstation and executive area
  • Other duties as assigned

Requirements

  • Bachelor's degree
  • A minimum of 5 years' experience in an Executive Assistant role directly supporting C-levels
  • Strong verbal and written communication skills; proficiency in English; bilingual a plus!
  • Professional and positive demeanor with clients, management, staff and board members
  • Exceptional organizational, prioritization and time management skills; flexible with changing priorities or delays
  • Ability to work independently and take initiative
  • Effective problem-solving skills with the ability to anticipate issues and resolve them
  • Strong proficiency in MS Office (Outlook, PowerPoint, Word, Excel) as well as Adobe Cloud and Google Docs; advanced-level MS Excel a plus!
  • Tech savvy; familiar with PCs, Macs, Smartphones and similar devices
  • Strong computer and Internet research skills
  • Capable of handling sensitive information with discretion
  • Some overtime required
  • Strong familiarity with and affinity for our content is a prerequisite to applying
  • US citizenship or US residency with an existing work permit is required
  • Non-smoker
  • Must be available to work in our campus in Louisville, CO. This is not a remote role.

Benefits

  • Alternative and traditional medical benefits including preventative coverage
  • Dental insurance
  • Vision insurance
  • 401K
  • Life insurance
  • On-site gym
  • Beautiful solar-powered campus with hiking and running trails
  • Community garden
  • Labyrinth
  • On-site, mostly organic café serving breakfast and lunch daily
  • Full-service espresso bar featuring locally roasted coffee
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