EXECUTIVE ASSISTANT NEEDED FOR DESIGN FIRM

The Hayes Approach has partnered with a design firm located in Boulder, CO to find an Administrative Assistant to support the Executives and manage the office's daily tasks. This is a fully on-site position.

The ideal candidate will:

• Have 5+ years of administrative assistant experience.
• Desire to flourish in an office management role.

This position will be based in our Boulder office, located within walking distance of shops, restaurants, and slopes.

Administrative Assistant Responsibilities include:

• Calendar management for principals, including planning meetings, coordinating regular check-ins and communicating with multiple team members to schedule events.
• Provide high-level operational and administrative support to the Operations team as needed.
• Coordinate availability with the company team, clients, and vendors to schedule meetings.

• Run personal and professional errands.
• Provide Principals with appropriate preparation before meetings and check-ins, including creating agendas, providing reminders about content and action items, and tracking follow up items.
• Assist Senior Designers in prepping office areas and conference room for client meetings and team meetings.
• Flag and manage action items and tasks and holding key players accountable to priorities.
• Assist in Business Development by handling the administrative tasks of this function.
• Participate in business-related phone calls and research.
• Travel arrangements for principals and team members.
• Assist with email newsletters as needed (quarterly).
• Assist with gathering marketing assets for agency as needed.
• Assist Principals with administrative Design tasks as needed.
• Track principals and provide reminders that a meeting needs to end and that the next meeting is about to start.
• Track and coordinate team celebrations: gifts, cards, events, employee birthdays, and special occasions.
• Write and distribute thank you notes and client gifts.
• Assist with marketing materials.
• Office management support, answering phones, receiving packages, etc.
• Other special projects as needed.
• Contribute to any tasks, especially non-design related tasks, that can help our designers focus on project work.

Office Manager Responsibilities include:

• Work with building management for office requests, maintenance and follow-up.
• Organize all logistics for all team meetings or events.
• Organize tech assets. Label, organize and inventory.
• Quarterly update to tech assets spreadsheet.
• Assist with training and onboarding.
• Answer phones, answer door, receive packages, and post documentation.
• Act as a liaison with the building management to identify and oversee maintenance and repairs.
• Lead office clean-up and samples organization.
• Responsible for office celebrations (birthdays, work anniversaries, etc.).
• Oversee staff meeting organization (meeting reminders, food, tech set up, etc.).
• Oversee office storage unit and office files.
• Maintain general office functions, including office supply inventory and ordering, performing regular office rounds to ensure office machines are in order.
• Assist with additional general office tasks as needed.
• Willingness to wear many hats because office needs are always evolving.

Required education and experience:

• Bachelor's Degree

• 5+ years' experience in office management or as an administrative or executive assistant
• Proven track record of excellent follow-through and accountability
• Outstanding organizational skills and meticulous attention to detail

• Excellent communication skills
• Positive, can-do attitude
• Ability to shift gears between different tasks, stop/start, and return to original tasks.

Technical Skills

• Proficient with Microsoft Office, including Word, Excel, PowerPoint; Google Suite including Gmail, Drive, Docs, Sheets, Forms.
• Basic website and technology skills and comfortable troubleshooting tech issues or working directly with I.T.
• Comfortable learning new technical/computer skills as they arise.
• Strong writing, proofreading and verbal communication skills.
• Excellent time management skills.

Benefits:

• 2 weeks PTO to start

• Health insurance reimbursement

• Cell phone reimbursement

• 401(k) match

• Paid holidays
• Travel compensation

Salary Range:

$60,000+ Based on experience

Our client is an equal opportunity employer committed to creating a diverse workforce. We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, service member status, amnesty or status as a covered veteran, or any other protected classification under applicable federal, state, and local laws.

This position is subject to a background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidates.