The Executive Assistant provides professional and confidential executive support to the Chief Executive Officer. The Executive Assistant performs a broad range of complex administrative duties with a high degree of confidentiality, judgment and communication.
Duties & Responsibilities
1. Support the CEO by managing all daily matters to run an efficient office including calendar management, logistics for events and meetings, expense reports, and internal and external communications.
2. Ensure that the CEO is well informed of commitments, responsibilities and other matters that require attention. Prioritize conflicting needs and handle matters proactively and timely ensuring communication with all relevant stakeholders.
3. Act as the initial point of contact for the CEO’s office. Screen and prioritize telephone calls and respond to requests in a professional and timely manner.
4. Manage all correspondence and coordinate with appropriate internal and external stakeholders. Prepare memos, responses, agendas, notes, etc. for the CEO. Communicate professionally with stakeholders on behalf of the CEO.
5. Partner and maintain effective working relationships with internal and external stakeholders including USOC leadership, administrative team, Board members, constituents, etc.
6. Manage the CEO’s extensive business and travel calendar to include meeting schedules, domestic and international travel arrangements, itinerary details and expense reports. Create detailed trip agendas and schedules and ensure that the CEO is informed on all arrangements. Use initiative and judgement to anticipate potential challenges and provide solutions.
7. Manage meeting and event logistics. Travel to events, board meetings, Games, etc. to support the CEO.
8. Manage special projects as assigned by the CEO and coordinate with stakeholders to ensure that goals are met. Research matters and provide summaries and analysis to the CEO.
9. Prepare presentations and board meeting materials for the CEO’s review.
10. Perform other related duties as assigned by the CEO.
11. Regular attendance at work is an essential job function.
Minimum Qualifications Required
- Bachelor’s degree from an accredited university or equivalent experience
Tools, Equipment, & Conditions
- Knowledge of the Olympic movement, the organization, and its structure
- Highly skilled and competent in MS Office and database management
- Excellent verbal and written communication skills
- Ability to demonstrate a high degree of professional initiative and independence in supporting the CEO’s office on a wide variety of complex issues. Ability to maintain confidentiality.
- Ability to work flexible schedule including travel 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 and specific instruction
- Standard office equipment
- Daily work with Microsoft Office applications including but not limited to Word, Excel, PowerPoint, and Outlook
- Daily work with USOC’s systems including the ERP and other necessary systems
- National and international travel for extended periods (may include duration of up to 50 days)
- Non-traditional work hours on occasion
- Colorado Springs Downtown Headquarters