Executive Office Coordinator

Johns Manville•Denver, CO

2d•Onsite

About The Position

The Executive Office Coordinator provides part-time administrative and operational support to the Executive Assistant supporting the CEO, CFO, CHRO and General Counsel. The role helps ensure efficient day-to-day operation of the executive suite by coordinating schedules, meetings, travel, expenses, documents and other administrative activities, and provides coverage for the C-suite when the Executive Assistant is unavailable. The successful candidate is solution-focused, approachable, reliable and resourceful, with exceptional attention to detail and a strong commitment to organization and confidentiality. The position works collaboratively with other administrative professionals and builds strong partnerships across the organization. It requires 30 hours per week, primarily on-site at the downtown Denver office. The schedule may vary between four and five office days per week according to business needs while maintaining the 30-hour workweek. Employee parking is provided.

Requirements

Bachelor's degree preferred, or an equivalent combination of education and relevant professional experience.
Five or more years of administrative or executive support experience preferred.
Ability to handle confidential and sensitive information with discretion and sound judgment.
Strong proficiency in Microsoft Outlook, Word, Excel and PowerPoint.
Intermediate proficiency with SharePoint and Microsoft Teams, or similar tools such as Slack or Google Workplace.
Experience with expense reporting, travel coordination and other administrative systems.
Excellent organizational and prioritization skills and exceptional attention to detail.
Excellent written and verbal communication skills.
Strong interpersonal skills and the ability to interact professionally and confidently with senior executives and stakeholders at all organizational levels.
Ability to work independently, anticipate needs, identify solutions and exercise sound judgment while also working effectively as part of a team.
Ability to manage multiple priorities and adapt to changing needs in a fast-paced executive environment.
Approachable, reliable, resourceful and solution-focused, with a strong sense of ownership and accountability.
Values organization, confidentiality, collaboration and accuracy.
Commitment to continuous improvement and administrative excellence.
Ability to meet the 30-hour weekly schedule, maintain a consistent in-office presence, and work a schedule varying between four and five office days based on departmental needs.
Physical ability to perform essential job functions; reasonable accommodations may be made for individuals with disabilities.

Nice To Haves

SAP/SRM experience; training can be provided.

Responsibilities

Work alongside the Executive Assistant to provide administrative and operational support and seamless C-suite coverage when the Executive Assistant is unavailable.
Handle highly confidential and sensitive information with appropriate discretion.
Assist with calendar management, meeting coordination and scheduling, including prioritizing requests and resolving scheduling conflicts.
Coordinate domestic and international travel and prepare detailed itineraries.
Organize and coordinate meetings, leadership events and off-site activities, including logistics and materials.
Prepare and format presentations, reports, correspondence and other executive-level materials.
Prepare and submit expense reports and assist with monthly review and reconciliation of travel and purchasing card expenses.
Serve as a professional, approachable and resourceful point of contact for internal and external stakeholders.
Maintain accurate, organized electronic and physical records and documentation.
Support Corporate Secretary responsibilities, including maintaining corporate governance documentation and official corporate records.
Create, maintain and update SharePoint and Microsoft Teams sites, including content, pages, document libraries, file organization and navigation.
Support executive-suite office operations, including workspace coordination, office moves and onboarding logistics.
Maintain shared printers and supply areas, monitor inventory, order and restock supplies, and coordinate equipment service as needed.
Assist with technology and equipment requests for the executive suite.
Identify opportunities to improve administrative processes, organization and efficiency, and proactively recommend solutions.
Provide backup administrative support to ensure continuity across the executive suite.
Collaborate with other administrative professionals and contribute to a positive, team-oriented administrative culture.
Perform other related duties and special projects as assigned.