UDR is excited to announce an opening for an Executive Assistant assisting our CEO and other key members of our executive leadership team at our corporate office in Highlands Ranch, CO.
GENERAL SUMMARY OF DUTIES: Perform full administrative and secretarial support functions for the Chief Executive Officer. Handle details of a confidential nature. Requires a broad knowledge of corporate operations and policy and a high level of experience, discretion, and technical skill. Deals with a diverse group of important external visitors as well as all levels on internal contacts.
SUPERVISION RECEIVED: Reports directly to the President – Chief Executive Officer
SUPERVISION EXERCISED: May supervise an Administrative Assistant – Corp
ESSENTIAL FUNCTIONS:
1. Perform advanced, diversified, and confidential administrative activities which involve close coordination with high-level executives and/or the Board of Directors and their administrative assistants.
2. Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record and transcribe minutes of meetings.
3. Create and develop visual presentations.
4. Manage the Chief Executive Officer’s calendar and independently schedules appointments.
5. Apply comprehensive knowledge of agency organization and mission, its internal and external relationships to problem resolution.
6. Arrange programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
7. Direct preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings.
8. Read and analyze incoming mail, memos, submissions, and reports to determine their significance and plan their distribution.
9. Apply comprehensive knowledge of agency organization and mission, its internal and external relationships to problem resolution.
10. Compose, research, and prepare confidential correspondence, reports, and other complex documents.
11. Organize and maintain filing system, file correspondence and other records. Ensure protection and security of files and records.
12. Answer, screen, and prioritize the Chief Executive Officer’s telephone calls and respond independently when possible.
13. Greet scheduled visitors and accompany to appropriate area or person.
14. Create and maintain database and spreadsheets.
15. Arrange complex and detailed travel plans and itineraries, and compile documents for the Board of Directors and the Chief Executive Officers travel-related meetings.
16. Act as a representative for a Senior Executive when requested.
17. Assign work to others, and monitors its implementation.
18. Work independently and within a team on special nonrecurring and ongoing projects.
19. Hire and train new staff and develop staff to maximize potential.
20. Supervise direct reporting staff in accordance to overall company policy.
21. Monitor staff performance including performance reviews and address performance problems through corrective action and dismissal.
22. Approve time records and requests for time off.
23. Assist direct reporting staff to address and resolve concerns or complaints involving job duties and job descriptions, performance standards, relations with coworkers, relations with supervisors and managers.
24. Perform other duties as assigned or as necessary.
PERFORMANCE REQUIREMENTS: Knowledge of organizational policies and procedures. Knowledge of general office practices, organizational policies, and procedures. Knowledge of Human Resources policies and procedures. Ability to apply policies and procedures to solve everyday issues.
Polished interpersonal skills. Excellent verbal and written communication skills. Ability to effectively present information to top management and/or boards of directors. Must have effective verbal and listening communication skills. Ability to quickly develop strong internal working relationships.
Ability to anticipate the needs of an executive; adjust to an executive’s work style; prioritize business items for the executive’s attention; establish and maintain work relations with high-level internal and external contacts; protect the confidentiality of data; facilitate internal and external communication. Exercises tact and integrity in the frequent handling of confidential information.
Thorough knowledge of office practices, procedures, and equipment. Ability to perform a variety of secretarial assignments requiring considerable exercise of independent judgment. Must have a strong work ethic, integrity, and good business acumen. Proven professional communications skills and outgoing personality.
Must have the ability to manage workload, to develop efficient and effective processes that impact the entire organization, and to communicate with managers and staff at all levels of the organization. Must have the ability to adjust plans and schedules to respond to crisis situations and to withstand pressure attributable to meeting the changing needs of company executives. Ability to exercise initiative, problem-solving and decision-making skills. Must demonstrate excellent interpersonal skills; team building skills; analytical and problem solving skills; and decision making skills.
Ability to read, analyze, and interpret financial reports and legal documents. Ability to apply concepts of basic algebra and geometry. Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to motivate, develop, and direct people as they work, identifying the best people for the job. Ability to apply the principles and practices of work leadership and management.
Polished interpersonal skills. Excellent verbal and written communication skills. Ability to effectively present information to top management and/or boards of directors. Must have effective verbal and listening communication skills. Ability to quickly develop strong internal working relationships.
Skill in composition, setting up and typing accurately and with reasonable speed, a variety of correspondence, reports, and other materials. Must have extensive experience with computer skills including spreadsheet, word processing programs, PowerPoint presentations, and e-mail at a highly proficient level. Ability to process computer data and to format and generate reports. Ability to create, compose, and edit written materials.
TYPICAL PHYSICAL DEMANDS: Some bending, stooping and stretching. Occasionally lifting items weighing up to 30 lbs. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment. Requires normal range of hearing and eyesight to record, prepare, and communicate appropriate reports. Extensive data input and required ability to sit for long periods of time. Regular and consistent attendance on the job is an essential function.
TYPICAL WORKING CONDITIONS: Normal office environment. Occasional evening or weekend work.
EDUCATION AND EXPERIENCE:
1. Bachelor’s degree in business administration or equivalent is preferred. High School diploma with four to six years’ related experience and/or training; or equivalent combination of education and experience is required.
2. Minimum of five years’ related experience as an executive level administrative/secretarial position is required.
3. Must have and maintain a valid driver’s license unless otherwise noted.
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