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Executive Assistant (Operations)

Executive Assistant (Operations)

United States Olympic and Paralympic CommitteeColorado Springs, CO, US
14 days ago
Job type
  • Full-time
Job description

Description

Are you mission-driven and passionate about helping others succeed?

Do you strive to lead, follow, and act with integrity?

Are you the one who honors your commitments?

Is building trusting relationships an integral part of why you do what you do?

Do you push limits and challenge the status quo?

If you answered YES , keep reading to discover how you can significantly contribute to Team USA's success!

Here's a summary of responsibilities :

The Executive Assistant provides primary executive-level administrative and project support to the Chief Operating Officer and Operations departments including Facilities Management, Finance, IT, Logistics and Strategy. The incumbent must embrace challenges and opportunities, thrive in an environment that is mission-driven, results-driven and team oriented. Often the first point of contact for constituents, the Executive Assistant is expected to represent the USOPC professionally, work collaboratively, and handle multiple tasks proactively, efficiently, and accurately.

Here’s how you’ll have an impact :

Operations Team Management

  • Assist the Chief Operating Officer with daily tasks that elevate effectiveness including managing and prioritizing requests, facilitating conversations and communications, monitoring the progress of project action items, collaborating with department leaders and staff to meet deadlines and execute projects.
  • Support department budget operations, working closely with USOPC Finance. Track revenue and spend rates, map against budget projections, and propose updates and revisions where appropriate.
  • Manage department vendor operations, invoicing, and payments. Work closely with outside vendors to accept, seek input on, and approve invoices for payment. Manage other vendor relationships.
  • Manage expense reports and timely submissions, contract routing, and invoice payments for the Division.
  • Maintain meeting schedules, arrange meeting facilities, and ensure relevant meeting information is attached and / or printed prior to meetings. Coordinate logistics of meetings and events including calendar invites, agenda development, coordination with IT, Facilities, and Events and Logistics for meeting space, etc., covering all possible logistics issues. Provide timely research and / or information in preparation for meetings, events, and special projects.
  • Manage department content on USOPC internal SharePoint, MS Teams, etc.

Administrative Support

  • Provide administrative support to the USOPC Operations team as requested.
  • Prepare and facilitate the preparation of correspondence and PowerPoint decks for the Board and other constituents and create accessible versions. Take meeting notes / minutes and distribute to teams as needed.
  • Manage 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, department operations, administration, and communications for the department.
  • Handle highly confidential and / or sensitive information and communicate only to its intended audience. This may include sensitive handling of personnel matters, confidential business information and other matters.
  • Strive to continuously improve the efficiency of the executive support experience.   Provide insights and constructive ideas for improving operations.
  • Support projects across the Division as directed by the Chief.
  • Prepare correspondence, memos, contracts, reports, presentations, etc., using Microsoft Office programs and others. Assemble and copy documents. Prepare binders and other materials for reference and / or presentations. Prepare historical reference notebooks for documents as requested.
  • Open, organize, file, and maintain departmental files, both electronically and hardcopy. Maintain electronic database to track files. Maintain fireproof files.
  • Manage department member registrations, licensing, and continuing educational records and arrangements.
  • Establish and maintain effective working relationships with other USOPC staff, including other Executive Assistants, and other constituent groups.
  • Collaborate with other Division Executive Assistants to share best practices, collectively support organizational events, provide back-up support to Division Leaders in the absence of their Executive Assistant, and streamline administrative processes.
  • Perform other duties as assigned.

    • Here are the skills and experience you'll need to be effective :

  • Associate’s degree or equivalent experience
  • Bachelor’s degree preferred
  • 5 years of experience providing high level administrative support to senior or executive level staff
  • Significant department or office management experience
  • Experience maintaining corporate documents
  • Highly skilled and competent in Microsoft Office suite of programs (PowerPoint, Excel, Word, SharePoint, and Outlook) and database management
  • Skill in preparing legal documents, presentations and spreadsheets
  • Highly organized with the ability to prioritize and track multiple ongoing tasks
  • Excellent verbal and written communication skills
  • Knowledge of remediation and document accessibility
  • Ability to manage interruptions without impact to accuracy of work product
  • Ability to maintain absolute confidentiality, to perform duties with utmost discretion and to act with complete integrity
  • Advanced working knowledge virtual meeting platforms such as Teams and Zoom
  • 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 and make sound decisions within scope of authority
  • Ability to establish and maintain effective professional relationships with all staff levels, volunteers, key executives, and external constituents
  • Meticulous attention to detail and ability to produce high-quality, error-free materials
  • Willingness to learn from others and be flexible when needed
  • Knowledge of the Olympic & Paralympic movements, the organization, and its structure preferred

    • Here are the tools, equipment, & conditions :

  • Standard office equipment
  • Office environment in multi-story building on multi-building site
  • Possible occasional domestic and / or international travel for Games and events
  • Prolonged sitting and use of hands / wrists
  • Regular attendance at work is an essential function
  • Ability to work flexible schedule and additional, nontraditional work hours

    • Here's where you'll work :

    Colorado Springs Downtown Headquarters / Hybrid

    Here's some more information you need to know :

  • Hiring pay range $27.53 - $31.25
  • This Full-Time, Non-Exempt position is intended to work 40 hours per week.
  • Bonus : This position will be eligible for the Annual Incentive Award Program, which has a 5% target. The USOPC may change or eliminate this program at any time at its sole discretion.
  • Benefits : This position will be eligible for USOPC benefits. You can view a summary  here .
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    Executive Assistant • Colorado Springs, CO, US