Executive Assistant

The Colorado Melanoma Foundation


Date: 14 hours ago
City: Aurora, CO
Contract type: Full time
Benefits:

  • Bonus based on performance
  • Paid time off
  • Training & development


Overview

We are seeking an experienced Executive Assistant to provide high-level support to the Executive Director (ED) of The Sun Bus (thesunbus.org). The ideal candidate will be highly organized, detail-oriented, and able to handle a wide range of administrative and executive support tasks.

Responsibilities

  • Manage and maintain the ED's schedule
  • Coordinate meetings, conferences, and travel arrangements and subsequent expense reporting and reconciliation
  • Prepare reports, presentations, and correspondence on behalf of the ED
  • Conduct research and compile data as needed
  • Act as the point of contact between the ED and internal/external stakeholders
  • Handle sensitive and confidential information, documents, and contracts with discretion
  • Perform general office management duties such as filing, answering phones, and emails
  • Prepare and reconcile executive expense reports
  • Board meeting scheduling, compiling and preparing documents
  • Organizing and manage The Sun Bus retreats, meetings, gatherings, and conferences
  • Draft preliminary contracts, SOP documents and correspondence for executive review
  • Prioritize tasks on behalf of executive and represent at meetings when executive is unable to attend.
  • Invoice contracts between outside organizations and The Sun Bus and keep track of invoice payments


Other Responsibilities

  • Attend team meetings, prepare and distribute background material, agenda items and take and manage minutes
  • Take and distribute minutes for Board and Committee meetings
  • Order supplies and merchandise
  • Schedule team travel arrangements including reservations (airline, car rental, local ground transportation, hotel, and conference arrangements)
  • Prepare weekly, monthly or quarterly reports and presentations
  • Ensure that files are properly maintained and updated
  • Assist with event planning and attending events as needed
  • Website modifications, management and maintenance: Willing to learn about using and modifying website platforms.


Qualifications

  • Proven experience as an Executive Assistant or similar role
  • Strong time management, organizational skills with the ability to prioritize tasks and exceptional attention to detail
  • Proficient in computer literacy including MS Office suite and google workspace
  • Excellent proofreading and editing skills, excellent written and verbal communication and customer service skills
  • Knowledge of office management systems and procedures
  • Ability to transcribe accurately and type efficiently
  • Ability to work independently and in a culturally diverse team Preferred Qualifications:
  • Experience in clinic, public health or dermatology
  • Proficiency in Adobe suite, Canva, and design software


Flexible work from home options available.

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