Manager of the Executive Directors Office

Summary Of Job Responsibilities

Reporting to the Executive Director for PERA, this position manages and provides guidance in developing, recommending, implementing, and maintaining the policies, practices, and objectives of Office of the Executive Director and the Executive Administrative Team. This position is responsible for assisting the Chief Executive Officer/Executive Director (CEO) and Deputy Executive Director (DED) in a broad range of activities, which includes execution of administrative details, exercising frequent independent judgment, discretion, and initiative within agreed upon limits. In addition, this position delivers high-level communication and maintains relationships with the PERA executive team, staff, Trustees, membership, leadership of stakeholder organizations, business community members, and other constituents. This position also supervises the Executive Assistant and Executive Assistant Manager and serves as a leader and coordinator for executive assistants and other administrative support staff to ensure consistent, high-quality administrative support across the organization.

IDEAL CANDIDATE

The ideal candidate is a highly professional, strategic, service and detail oriented executive assistant with exceptional organizational, communication, and leadership skills. This individual thrives prioritizing multiple projects/assignments in a fast-paced environment, exercises sound judgment with a high degree of discretion and confidentiality and demonstrates the ability to anticipate needs and proactively resolve issues before they arise. The ideal candidate is an effective relationship-builder who can interact confidently while maintaining composure, professionalism and attention to detail.

Essential Duties And Responsibilities

Employees are held accountable for all duties of the job. Individuals must be able to perform these duties with or without reasonable accommodations.

• Manages the Executive Office, ensures compliance with, rules and regulations, and PERA policy, ensuring that the CEO and DED are in compliance
• Provides administrative support to the CEO and DED
• Supervises the Executive Assistant Manager and Executive Assistant positions, providing leadership, staff development opportunities and guidance that result in consistent executive support across the Executive Office.
• Exercises a wide latitude of independent judgment with regard to appropriate handling of issues, occurrences, or instances that may or may not require action from the CEO
• Coordinates day-to day schedules and activities of the CEO and DED, and coordinates with the Executive Team, other executive assistants and administrative support staff to ensure seamless support across the organization
• Manages communication planning, maintains the CEO’s and DED’s calendars including the scheduling of meetings, appointments, making travel arrangements, receiving visitors, and taking telephone calls and emails.
• Coordinates meetings and speaking engagements, which include briefing documents
• Prepares confidential correspondence and maintains classified files
• Responds to correspondence on behalf of the CEO within agreed upon limits
• Assists in the monitoring of designated budgets and expenditure reporting
• Coordinates with the Board Liaison for any Board materials prepared by the CEO or DED
• Attends Board meetings and ensures the availability of the Executive Assistant and Executive Assistant Manager to support Board meetings as requested by the Board Liaison
• Attends other meetings as requested by the CEO or DED to maintain minutes and coordinate activities/actions required from meetings
• Reviews and ensures all documentation and correspondence is for the CEO or DED's signature is grammatically correct and appropriately formatted.
• Tracks CEO stakeholder engagement activities and compiles data as needed to assist with the CEO’s self-evaluation and performance evaluation processes
• Assists the Board Liaison as needed with the Board meetings and annual strategic planning session logistics.
• Maintains regular and prompt attendance in the workplace
• Carries out other duties as assigned
  
  

Job Qualifications

• High school diploma; Bachelors degree preferred
• Ten years overall work experience with at least five years executive level administrative experience
• Effective oral and written communication skills with excellent writing skills
• Excellent interpersonal, organizational, analytical, and problem-solving skills
• Excellent PC skills using software packages such as Word, Excel, Outlook, PowerPoint, travel management, and budgeting software
• Ability to manage, meet multiple deadlines, organize, prioritize, and work with minimal supervision
  
  

Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Standard office environment with frequent telephone communication, computer operation, and other office productivity machinery, such as a copy and printer machine.
• Occasional moving and positioning supplies in excess of 20 pounds
• All employees are expected to present themselves in a professional manner in alignment with the financial services industry
• Ability to sit for prolonged periods of time
• Ability to operate standard PC equipment
• Ability to manage frequent deadlines and tight schedules
• Occasional overnight travel, both in Colorado and out of state.
  
  

Hybrid Work Option

• Opportunity to work from home one day per week. Eligibility dependent upon factors detailed in PERA's Work from Home Policy and must remain flexible with respect to which days remote work will occur and may occasionally have to forgo work at home to meet Executive Office needs.