The Executive Administrative Assistant will leverage strong communication skills, and exercise tact and diplomacy in helping to manage relationships with key stakeholders both internal and external to DDCO and EIV. This position will provide excellent front line customer service to employees, customers, Board members, community leaders, and visitors.

Key Responsibilities:

Essential Duties:

• Provide secretarial and administrative support to the SLT members assigned, the DDCO Board of Trustees, the Foundation Board and the EIV Board while maintaining a high degree of professionalism and confidentiality.

• Pro-actively and independently manage, analyze, and coordinate calendars and itineraries for leader(s) supported.
• Coordinate meetings and events that include the SLT leader and/or members of their leadership group. Assist with creating agendas as requested.
• Prepare for and support meetings including scheduling and preparing appropriate meeting space, ordering catering, providing hospitality services to guests and assisting with materials, presentations and other resources as requested.
• Independently plan, organize and oversee large scale meetings and/or conferences ensuring that critical needs and all details are considered and addressed (includes site selection, contract management, agendas, materials production and coordination of presenters and other resources); may include group travel coordination. Record and create high level documentation of meeting minutes based on knowledge of the business.
• Prepare preliminary budgets for SLT members or DDCO and EIV Board activities
• Coordinate travel arrangements, including complex travel itineraries for leaders supported utilizing standard processes and resources.
• Create and edit documents, spreadsheets, presentations, and organizational charts; additionally, is able to develop complex documents, spreadsheets and presentations independently on behalf of the leaders supported as needed.
• Prepares reports and presentations with various levels of confidentiality, collects information, compiles into standard or non-standard format, prints, proofs, and distributes to appropriate SLT and Board members.
• Conduct background & preparation research and compile information for upcoming meetings that include the SLT leader.

• others if resources are available.
• Prepare documents and correspondence of a legal nature, such as contracts, summaries, and/or regulatory filings.
• Assist Ensemble Community Impact Fund (EIVF) managing director with deal flow and pitch coordination.
• Run and distribute standard reports; creates custom reports and/or analyze reports as needed/requested.
• With minimal direction, draft, edit and distribute internal and external communications on behalf of leaders. Proofread and edit others' communications before distribution
• Provide back-up administrative coverage for peers ensuring all internal and external customers are served. Secure back-up administrative coverage for their own absences.
• Submit invoices and expense reports on behalf of the SLT leaders per company policies.
• Handle assignments involved with SLT memberships in outside Board and community activities including transcribing correspondence, typing documents, creating forms, updating address lists, filing, phone calls, and e-mails.
• Working in conjunction with EA team, CEO and members of the SLT, plan and coordinate quarterly Board meetings and the annual Board Retreat, including coordinating calendars, planning and coordinating the meeting space, meals and accommodations, meeting packets and other participant materials.
• Serve as a system administrator for the Board portal to ensure new Board members are onboarded correctly; ensure the information in the application is easily retrieved.
• Attend Board and Board Committee meetings as assigned, take minutes, make revisions, finalize and distribute the minutes through the current Board portal.
• Maintain all Board Governance documents as assigned, including Board and Committee Minutes, Charters, Bylaws, Workplans, Governance Documents, etc. Ensure all documents are properly retained in both paper format and on the Board Portal; organize electronic taxonomy.
• Update Board and Board Committee membership lists, and all associated documents as assigned; distribute documents timely to all Board members and staff.
• Track and prepare Board compensation and ensures accounts payable is processed timely as assigned.

• Additional Duties:

  • Other duties and projects as assigned based on business needs.
  • Receive/screen telephone calls maintaining high levels of customer service and professionalism and record messages for the department appropriately.
  • Identify, recommend and implement process improvements and changes in office practices and procedures.
  • Become familiar with and follow organizational wide and department specific policies and procedures; seeking assistance from management when clarification or assistance is needed.

  ** This job description is not intended to be an exhaustive list of all duties. Employee may perform other related duties as assigned.

• Position Requirements

  Knowledge, Skills and Abilities:

  • Expert knowledge of executive support and administrative practices and procedures.
  • Skilled with administering projects from beginning to completion.
  • Strong ability to effectively communicate verbally and in writing. This position interacts with all levels of staff, board members, vendors, and community leaders.
  • Intermediate to expert (expert preferred) knowledge of the most recent version of Microsoft Office suite using Outlook, Word, Excel, PowerPoint, and Teams, including coordinating calendars and email.
  • Working knowledge with videoconferencing technology such as Zoom and Teams, and the ability setting up meetings for others.
  • Working knowledge of database concepts and document retention.
  • Expert capability to prepare presentations and reports for high-level, targeted audiences using various modes of technology.
  • Well-developed ability to build and maintain relationships and with various delivery channels and clients.
  • Capacity to independently plan, prioritize and organize a diversified workload to meet deadlines; Ability to manage multiple competing priorities and look for process improvement opportunities.
  • Willingness to learn new technologies that improve performance or create efficiencies and share with peers.
  • Significant ability to exercise initiative and judgment, as well as make decisions within the scope of authority.
  • Expert ability to work independently and in a team environment.
  • Strong attention to detail.
  • Work with a sense of urgency with the ability to pivot as priorities change.
  • Ability to follow through to manage projects from start to finish.
  • Solid ability to research and summarize data to support ongoing initiatives.
  • Ability to maintain confidentiality and always demonstrate professionalism.
  • Ability to research and solve problems.
  • Professional demeanor while acknowledging their role as an ambassador on behalf of the SLT and Boards.
  • Expert customer service and relationship management skills and demonstrated emotional intelligence.
  • Have strong business acumen and exercise discretion and independent judgment while performing key job responsibilities.
  
  

  Work Experience:

  • Minimum 5 years of experience as an administrative assistant with increasing responsibility for the operations related to an office.
  • Experience working with Board of Directors/Trustees required.
  • Healthcare industry experience preferred.

  Education/Licensure:

  • Highschool degree or equivalent required. Associate degree in a relevant field from an accredited College or University or equivalent combination of experience and/or education preferred.
  • Administrative professional training and certifications preferred.
  • Valid Colorado Driver’s license required.
  
  

  Work Conditions:

  • Light physical effort is typically required due to numerous group meetings held throughout the year. Handling objects up to ten pounds regularly and up to twenty pounds occasionally.
  • Primarily sedentary work with regular exposure to computer screen and keyboard.
  • Potential for tight deadlines or time periods of high workload might require additional hours.
  • May be required to work weekends, nights, or be on-call as a part of the role.
  • Availability to support Board retreats and different work schedules, including weekends several times throughout the year.
  • This position will be required to be in the office either full time or as a hybrid work environment.
  • Some travel required within the state of Colorado.
  
  

Salary Range:

$62,400 - 84,864

Delta Dental of Colorado offers a comprehensive compensation and benefits package. Some of the highlights from our benefits package include:

• Generous PTO
• 10 paid holidays
• Three affordable health plans
• Fantastic dental insurance plan
• 401(k) match with immediate vesting
• Supplemental retirement savings plan
• Company-paid life insurance, short-term disability, and long-term disability policies
• Wellness program
• Tuition reimbursement
• Transportation reimbursement (we are near a light rail station!)
• Paid volunteer time off

Delta Dental of Colorado is proud to be an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity, genetic information, military or veteran status, national origin, race, religion, sex, sexual orientation, or any other applicable status protected by state or local law.