Regional Office Administrative Assistant

the Client•Englewood, CO

1d•Onsite

About The Position

The Regional Office Administrative Assistant provides administrative and operational support to department leadership and coordinates office-wide functions for the Denver office and Americas West Region. This highly visible role serves as the operational hub for the department, balancing group coordination and scheduling with broader office engagement and event execution. The ideal candidate is a proactive, organized professional who thrives in a fast-paced environment and takes ownership of both the details and the big picture.

Requirements

Advanced knowledge in Microsoft Word, Excel, Access, and PowerPoint required.
Ability to work independently; demonstrating accuracy, reliability, and problem-solving skills.
Excellent organization skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks.
Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e., clients, vendors, business partners, community leaders).
Ability to exercise discretion and confidentiality.
Possess organizational, prioritization, and time management skills.
High School Diploma/GED required.
1 year applicable office/clerical experience preferred.

Nice To Haves

Prior experience in an administrative, coordinator, or office management role.
Experience planning and executing large-scale internal events.
Familiarity with internal communications platforms and content management tools.
Experience with AI tools is a plus; we provide resources and training for those eager to develop these skills.

Responsibilities

Manage and maintain calendars, scheduling, and logistics for department leadership, including recurring and ad hoc meetings.
Plan, coordinate, and facilitate on-site and off-site department meetings including project reviews, financial meetings, management meetings, and planning sessions. Responsibilities include room reservations, calendar invitations, and catering coordination.
Attend department planning sessions to compile and coordinate presentation slide decks and manage AV/IT requirements.
Serve as a dedicated note taker for management meetings, planning sessions, and other recurring department meetings; prepare and distribute meeting minutes and action item summaries.
Monitor department deadlines and benchmarks; support preparation and presentation of monthly progress reports and track action items through completion.
Prepare a variety of communications including emails, meeting agendas, presentations, and reports utilizing Microsoft Office Suite (Word, Excel, PowerPoint, OneNote, Forms).
Assemble and analyze information involving department plans and budgets to keep leadership informed of projected and final costs.
Monitor, review, and approve standard expenditures to ensure department activities are conducted within established budgets.
Facilitate the dissemination of information across the department and the Americas West Region through email, Outlook calendar invitations, and internal communications channels.
Field and resolve questions regarding department and regional operations; research and provide appropriate answers.
Responsible for handling sensitive and confidential information with discretion.
Organize and execute office-wide events and meetings, including those for visiting groups from corporate offices or other locations.
Support presentations for monthly all-staff meetings and other office-wide gatherings.
Coordinate office-related issues and complaints and follow up to ensure resolution.
Provide back-up front desk/reception support as needed.
Manage supply inventory and purchasing for the department.
Handle incoming and outgoing mail and package distribution.
Lead planning and execution of the annual internal Safety Summit, including managing planning committees, developing presentation materials, coordinating catering, organizing swag, planning social hours, and assisting attendees with travel logistics.
Coordinate and send department-wide birthday and service anniversary recognition.
Plan and organize team social hours and team-building events for the department and individual project groups.
Act as a liaison between department staff and building café management to surface feedback and develop solutions.
Support onboarding logistics for new hires and interns, including workstation setup, scheduling, and serving as a welcoming resource for questions.
Take photos at events and of new hires for use on internal resources.