Description

WHAT MAKES VOA SPECIAL

Volunteers of America Colorado believes unique challenges require unique and thoughtful solutions. VOA creates specialized programs to meet the critical needs of the communities we serve—our programs across Colorado look different because each community is distinct. Volunteers of America recognizes the senior who needs assistance with her grocery shopping in Fort Collins, and the student in Aurora who has never been to summer camp. We support Denver’s homeless veterans who have been underserved, and prepare preschoolers challenged by poverty to be successful in elementary school and beyond. Wherever we go we engage faith, relationship-building, and volunteers to lift-up and support Colorado’s most vulnerable citizens. 

JOB SUMMARY

In accordance with the mission and values of VOA Colorado, this role will provide expert executive administrative support to the CEO and will work closely with other executive level team members and the members of the Board of Directors. The Executive Assistant will ensure the CEO’s office runs smoothly, while expertly coordinating all logistics and scheduling in a proactive and timely manner. The Executive Assistant is responsible for establishing a positive and professional contact with stakeholders while being flexible and courteous when dealing with people from a wide range of backgrounds. This position is expected to maintain the highest levels of confidentiality, discretion, and diplomacy. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

•  Acts as point of contact between CEO and employees and customers; serve as a liaison to the Board of Directors; act as executive representative in dealings with third parties.
• Proactively manages and maintains CEO’s schedule and workload, including day to day and long-term management of meetings, tele conferences, projects, and priorities.
• Drafts and manages all aspects of correspondence on behalf of the CEO, including emails, reports, presentations, and other written communication.
• Supports the CEO in managing high-level relationships with donors, Board members district officials, etc.
• Serves as the liaison between the CEO, leadership team, and staff at large.
• Supports the Leadership Team with scheduling meetings with one another and external partners. 
• Provides high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff.
• Ensures preparation for upcoming appointments by gathering materials necessary, assisting with meeting agendas and reserving and preparing meeting facilities.
• Prioritizes phone, email and mail inquiries and responds appropriately; compose and send routine correspondence.
• Drafts/edits correspondence, articles, reports, presentations; transcribe meeting notes.
• Coordinate and manage special projects, including working with other staff members to ensure project deadlines are met
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
• Distributes meeting minutes, assist with identifying and responding to urgent email, voice or in person communications needs, implement and maintain office and filing systems, maintain and organize department records, reports, and files.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Arranges domestic and international travel arrangements including air, hotel, and rental car to ensure timely arrival/departure for events for CEO.
• Arranges travel and accommodations for executives and other senior staff, as requested by CEO.
• Develops and maintains an efficient documentation and filing system, accessible to CEO and other executives as needed.
• Organizes expenses and prepares expense reports and travel reimbursement.
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
• Provide back up support for co-workers when appropriate.
• Performs additional duties as assigned by CEO.

BOARD AND COMMITTEES RESPONSIBILITIES

• Performs a wide variety of administrative tasks to support the President/CEO, Board of Directors, and multiple Board committees.
• Schedules meetings, draft agenda, and minutes, collect and post all meeting materials
• Research data to prepare documents for review and presentation by Board of Directors, committees and/or executives
• Ensures timely set-up and clean up for all Board and Executive Committee meetings, which may include arranging room with seating name tags and providing refreshments meals and other material as needed.
• Ensures individuals who will attend and or present at Board or Executive Committee meeting are included in correspondence and have information needed.
• Ensures that all actions and other items requiring follow-up are assigned to the right staff member with a deadline.
• Maintains and keeps current Board orientation materials.
• Maintains roster and tenure dates for all Board and Executive Committee members.
• Manages and maintains a filling system for corporate records, documents, and reports.
• Other Executive Board related duties as requested by CEO. 

Requirements

COMPETENCIES 

• Models core culture attributes of Volunteers of America Colorado Branch that include “AIRS” (Accountability, Integrity, Respect and Service)
• Models and pursues with vigor Volunteers of America Colorado Branch three strategical critical virtues of HHS (Humble, Hungry, Smart (People Smart)
• Self-motivated with the ability to anticipate needs and able to manage conflicting and changing priorities/schedules
• Proactive approach to problem-solving with strong decision-making skills with a proven ability to meet deadlines
• Ability to adapt to constantly changing priorities, remain flexible, and perform under pressure
• Discretion with personal and confidential information.

MINIMUM QUALIFICATIONS OF POSITION 

• Bachelor’s degree in Business Administration or related field is strongly preferred
• Significant experience in supporting C-suite executives (minimum 4 years)
• Experience serving in a Faith Based Non-Profit environment preferred
• Experience, coordinating, communicating and engaging with Executive Board of Director meetings and activities.

KNOWLEDGE AND SKILLS 

• Exemplary planning, time management skills and organizational skills
• High level of verbal and written communication skills with all levels of employees and outside professionals
• Advance Microsoft software experience (Outlook, word, Excel and PowerPoint and Microsoft Teams)
• Exceptional ability to prioritize, multi tasks seamlessly with a strong attention to detail
• Ability to have some flexibility in schedule based on executive’s travel/meeting schedules
• Ability to function well in a high-paced and at times stressful environment
• Extensive knowledge of office administration, clerical procedures, and must have a high degree of interpersonal / emotional intelligence, relates well to all kinds of people, in and outside the organization
• Must be able to build appropriate rapport, build constructive and effective relationships
• Uses diplomacy and tact; can diffuse even high-tension situations comfortably
• Experience working both independently and in a team environment 
• Basic budgeting experience is helpful in support of program needs regarding its people.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS 

While performing the duties of this position, the employee is regularly required to speak and hear. The employee frequently is required to use operate a keyboard and other basic office equipment. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

POSTION TYPE AND EXPECTED HOURS OF WORK 

• Full-time
• 8-hour shift
• Day shift
• Exempt 
• Monday to Friday

Additional hours maybe required during the evening and weekend to facilitate Board meetings. Specific requirements will be determined with the CEO.

PAY RANGE 

• Competitive salary based on qualification and experience

BENEFITS (eligibility is based on job type/status)

• Vacation Time/Separate Sick Time
• Paid Holidays/Floating Holidays/Personal Days
• Volunteer/Wellness Day
• Health, Dental, Vision, Pet Insurance
• Tuition Assistance
• Pension Plan
• 403b Retirement Plan with Agency Match
• Life Insurance/Accident Insurance/Short & Long-Term Disability
• Employee Assistance/Work Life Balance Program/Employee Discount Program
• LifeLock with Norton
• Public Service Loan Forgiveness
• Fully Company Paid Unlimited Mental Health Benefits for Employees on the VOAC Health Plan

Volunteers of America is an EEO/AA Employees

Location 

2660 Larimer St

Denver, CO 80205