Executive Assistant

Summary

Description

About the company:
EXDO Group owns and operates multiple real estate and hospitality ventures across the Denver Metro area, including in Denver’s vibrant River North (RiNo) Art District, where its headquarters is located. Expanding its global reach, the EXDO executive team is actively developing and investing in sports and entertainment infrastructure on the African continent through the construction, management and commercialization of multi-use venues and their surrounding ecosystems.

About the role:
You’ll provide executive support to the CEO and President of the company, with an emphasis on managing the two executives’ schedules, prioritizing workflow, innovating systems and processes, and owning daily operations of the executives’ office. You’ll use your expertise and judgment to foster efficiency and help ensure follow-through. You’ll have a significant role in building and implementing operational rhythms of business for the executive suite.

This is a tactical role responsible for administrative tasks, meeting prep, note taking, follow up, managing the executives’ calendars, as well as coordinating travel and occasionally personal tasks. You’ll serve as ‘air traffic control’ for the executive suite and help ensure executives’ time and resource allocation are aligned with their priorities. Your goal is to help make sure the executives are spending their time effectively and have what they need from a logistics and resource standpoint.

This is an opportunity to join an established, respected, company with significant local impact and a growing global footprint. The role reports to and supports both the CEO and President, who work together closely and operate as an executive team.

Job responsibilities include but are not limited to:

• Work directly with the CEO and President to support and attend to all aspects of their daily operational needs
• Maintain the CEO & President’s calendars, managing complex professional and personal scheduling
• Maximize executives’ time and resources while making sure necessary tasks don’t fall through the cracks
• Keep the executives apprised of time-sensitive and priority issues, ensuring appropriate follow-up
• Minimize interruptions and distractions to the executives by filtering, prioritizing, and delegating to other team members and/or outside contractors as necessary
• Handle a variety of domestic and international travel-related tasks
• Answer and respond to phone calls, texts, and e-mails, and communicate information accurately and in a timely manner
• Organize and prepare for meetings, including preparing/reviewing material and coordinating logistics including technology needs, etc
• Attend and take notes during meetings and ensure proper follow up
• Regular personal tasks including on and off-site
• Build and maintain communication systems and contact lists
• Compose and prepare communication, agendas, and presentations on behalf of the executives
• Proactively identify opportunities for improvement in executive office operations, including processes, systems, and technology
• Anticipate and prepare for executives’ needs in a variety of operational settings
• Collaborate with other team members as necessary and cultivate solid working relationships
• Handle highly-sensitive and confidential financial, legal, personnel and institutional information while exercising exceptional professionalism and discretion
• Exercise tact and diplomacy in daily work
• Develop strong understanding of how different business divisions interact and coordinate with other staff as needed
• Maintain accurate records
• Complete projects and research accurately and on deadline
• Routinely perform a wide variety of support duties

Skill and education requirements:

• Bachelor’s degree preferred
• Minimum five years of experience providing direct support to a senior executive or executive team
• Certified or willing to become certified as a notary public
• Confident with technology, including Apple, Google, and Microsoft products as well as AI tools
• Strong writing, editing, and proofreading skills
• Excellent organization and time-management skills
• Exceptional interpersonal skills
• Strong working knowledge of Denver metro area is helpful but not required
• Proficiency in French and/or Spanish is a significant plus

What you’ll need to be successful:

• Very high level of attention to detail and accuracy
• Highly responsive, with a proactive mindset
• Excellent judgment and a commitment to operating with a high level of discretion
• Professional presence when engaging with a broad range of people via phone, email, and in-person
• Willingness to be creative, persistent, and adaptable in addressing challenges and figuring it out as you go
• Willingness to do what needs to be done, without letting ego get in the way
• Confidence and ability to manage up
• Confidence giving, receiving, and asking for constructive feedback
• Commitment to continuous improvement
• Ability to manage multiple projects and priorities simultaneously
• Ability to both dig into the details and also see how things fit together in the bigger picture

The Ideal Candidate:

• Has extensive prior experience supporting executives and/or executive teams in medium to large-sized organizations
• Is a resourceful and proactive problem solver with exceptional communication skills and meticulous attention to detail
• Is comfortable interacting with a broad, diverse range of people in a variety of circumstances/settings
• Thrives in a dynamic environment
• Enjoys innovating processes and systems
• Is professionally unflappable
• Has an understanding of the rhythm and impact of sports, particularly as it pertains to scheduling

This might not be the right fit if you:

• Are looking for a predominantly remote role or an office manager position
• Thrive on routine, predictable schedules and repeating tasks
• Are thrown off balance or feel flustered when plans change
• Struggle in diverse, multi-generational workplaces
• Have a hard time engaging with new people
• Don’t feel confident asking for additional information/clarification
• Are uncomfortable with ambiguity and figuring it out as you go
• Prefer a very traditional corporate environment and keeping strict business hours

Compensation & benefits:
The target hiring salary for this position is $90,000 per year. EXDO Group offers a comprehensive benefits package, including 401K, health insurance, PTO, and more.

How to apply:
Email a resume, brief cover letter, and references to executive@exdogroup.com. Please attach all materials as PDF documents. Applications will be accepted until the position is filled.

EXDO Group is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all individuals without regard to race, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, marital status, veteran status, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. EXDO group will not request access to personal social media accounts. We are dedicated to fostering a diverse, inclusive workplace that values and respects all employees and applicants.

This job description is intended to provide general information about the position. It is not an all-encompassing list of qualifications, responsibilities or working conditions and is subject to change.