Position Overview

Ultimate Staffing is actively seeking an experienced Executive Assistant to support the CEO and Chief of Staff for our client. This role requires a highly organized, detail-oriented, and proactive professional who is capable of working with minimal supervision. The Executive Assistant will partner with senior executives, ensuring seamless coordination of executive priorities, board engagement, travel, and strategic events. The position is based in Denver, Colorado, and involves working closely with the Executive Administrator team, reporting to the Sr. Manager of PX Administration and Program Management.

Responsibilities

Executive Support

• Manage complex calendars for the CEO and Chief of Staff, scheduling and resolving conflicts while coordinating priorities across stakeholders.
• Proactively manage and prioritize competing executive requests, ensuring alignment with the CEO's strategic priorities and time allocation.
• Prepare, edit, and review documents, presentations, and executive communications with accuracy and professionalism.
• Track and reconcile executive expenses, manage P-Card purchases, process expense reports, and monitor procurement and payment approvals.
• Attend executive offsites and leadership meetings to coordinate logistics and ensure follow-through on administrative needs.
• Serve as the primary point of contact for internal and external stakeholders regarding matters pertaining to the CEO and Chief of Staff.
• Provide personal support to the CEO.

Board of Director Support

• Serve as a liaison to the Board of Directors (BOD).
• Align with the Chief of Staff and external board executive support teams to ensure BOD meetings are scheduled on a rolling 12-month cadence.
• Schedule all BOD meetings and organize all onsite meeting logistics.
• Provide travel support and expense reports for Board members as needed for GHX-related business.
• Maintain Board Fracture document ensuring all details are accurate and updated as needed.

Travel & Logistics

• Coordinate domestic and international travel arrangements, including flights, hotels, meals, and transportation.
• Provide real-time support for changes or disruptions to travel schedules, proposing options, and coordinating changes.
• Develop comprehensive itineraries for conferences, offsites, and multi-stop travel.

Meeting & Event Coordination

• Plan and coordinate executive-level events, including venue selection, catering, logistics planning, and onsite support.
• Assist with small and large-scale special projects, including planning conferences and events.

Operational & Administrative Support

• Partner closely with the Executive Administrator team to ensure continuity of support and operational excellence across the executive leadership team.
• Proactively assess administrative needs, prioritize tasks, and recommend effective solutions to support team and business operations.
• Organize and maintain electronic and physical files in compliance with GHX Security and Compliance guidelines.
• Follow all GHX policies, including Travel & Expense, Compliance, and Security policies.
• Support additional assignments as requested.

Qualifications

• Bachelor's degree in business administration, communications, or related field preferred.
• 7+ years of experience in executive administration or related role, supporting C-Suite leadership and Board of Directors.

Knowledge, Skills, and Abilities

• Strong organizational skills with keen attention to detail.
• Expert prioritization and time management skills with the ability to manage multiple tasks and deadlines.
• Ability to handle sensitive information with confidentiality and discretion.
• Comfort and experience working independently and collaboratively in a fully or semi-remote, fast-paced, and frequently changing environment.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Travel Requirements

• Moderate travel (up to 10%) required to attend executive offsites, administrative team meetings, and company functions.
• Travel includes domestic trips as directed by the Sr. Manager of PX Administration and Program Management or at the request of executive leadership.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.