Full Job Description
Provide executive-level support to the Chief People Officer and Chief Ethics & Compliance Officer at the USOPC and effectively manage all administrative aspects of the affiliated offices. On an ongoing basis, the Executive Assistant is required to resolve complex administrative tasks that are diverse and advanced.
Duties & Responsibilities
Anticipate needs and proactively provide support and resources to address issues; handle non-routine matters and special projects with minimum instruction.
Manage leaders’ business and travel calendars to include meeting schedules, events, airline hotel reservations, and ground transportation. Use initiative to handle a wide variety of administrative support duties, manage complex calendars, and arrange meetings/travel including airline and hotel reservations and ground transportation.
Manage expense reports, contract routing, and invoice payments for the departments.
Maintain meeting schedules, arrange meeting facilities, and ensure relevant meeting information is attached and/or printed prior to meetings. Collaborate with USOPC Events & Logistics to coordinate off-site department meetings as needed.
Maintain departmental files and records. Develop and maintain accurate filing systems, in compliance with USOPC document retention policy.
Assist with developing, editing, and configuring PowerPoint slides for Board and other executive-level presentations.
Compose correspondence, memos, and reports. Coordinate action with appropriate constituencies in a consistent and timely manner.
Handle confidential information and communicate only to its intended audience.
Receive and screen incoming calls. Respond directly to caller’s inquiries when appropriate or disseminate calls to appropriate parties.
Responsible for maintaining department overall calendars of deadlines, events, travel, and personal time off.
Provide timely research and/or information in preparation for meetings, events, and special projects.
Maintain databases in relevant department software systems and create report for high-level stakeholders as requested.
Manage content on departmental SharePoint sites, updating outdated documents, creating new content, and communicating changes as necessary.
Establish and maintain effective working relationships with other USOPC staff, including the Leadership Team’s executive assistants.
Perform other duties as assigned.
Minimum Qualifications Required
Associate’s degree or equivalent experience
Bachelor’s degree preferred
At least 5 years of professional experience in executive-level administrative capacity to include successful support of high-level staff
Highly skilled and competent in Microsoft Office suite of programs (PowerPoint, Excel, Word, SharePoint, and Outlook) and database management
Highly organized with the ability to prioritize and track multiple ongoing tasks
Excellent verbal and written communication skills
Ability to maintain absolute confidentiality
Ability to work flexible schedule and additional, nontraditional work hours
Proven ability to independently take appropriate action and make sound decisions within scope of authority
Proven ability to establish and maintain effective professional relationships with all staff levels, volunteers, key executives, and the public
Ability to deal with non-routine matters and special projects with minimum instruction
Knowledge of the Olympic & Paralympic movements, the organization, and its structure
Tools, Equipment, & Conditions
Standard office equipment
Office environment in multi-level building
Occasions of non-traditional work hours
Possible limited travel
Prolonged sitting and use of hands/wrists
Regular attendance at work is an essential job function
Colorado Springs Downtown Headquarters
Hourly Pay Range
$20.90 - $26.52 per hour