Executive Assistant

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 find out how you can contribute to the success of Team USA!

Here's a summary of responsibilities :

The Executive Assistant provides primary executive-level administrative and project support to the General Counsel, Chief Operating Officer, and Legal & Operations departments, including Finance, Legal, Compliance, and IT.

The incumbent must embrace challenges and opportunities and thrive in a mission-driven, results-driven, and team-oriented environment.

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 General Counsel and Chief Operating Officer with 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 executing projects.
• Assist the General Counsel and 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 executing projects.
• Manage department vendor operations, invoicing, and payments. Work closely with outside counsel to establish fee agreements and 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 before 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 the USOPC website, including public dissemination of Board agendas, minutes, bylaws, notices, etc.
• USOPC Board & Committee Support
• Serve as a point of contact for Board meetings and Board matters. Support the Board of Directors and Committees by preparing meeting notices, documents, presentations, and other materials.
• Serve as technical administrator and key user for BoardEffect (software used by the Board and USOPC for housing confidential board materials and historical information).
• Assist USOPC Board Committees with administrative needs, including scheduling interviews, travel, hotel, meeting requirements, and expense reporting.
• Proactively assist the corporate secretary by serving as an administrative point of contact for select Board meetings and matters.
• Administrative Support
• Provide administrative support to the USOPC Legal & 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 them to teams as needed.

Manage business and travel calendars, including meeting schedules, events, airline and hotel reservations, and ground transportation.

Use initiative to handle various administrative support duties, department operations, administration, and communications.

• 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 legal issues.
• Strive to improve the efficiency of the executive support experience continuously. 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 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, Executive Assistants, and constituent groups.
• Collaborative with the CEO and other Division Executive Assistants to share best practices, collectively support organizational events, provide back-up support to Division Leaders without their Executive Assistant, and streamline administrative processes.

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

• Associate's degree or equivalent experience
• 5 years of experience providing high-level administrative support to senior or executive-level staff
• Significant department or office management experience
• Significant Board of Directors support / liaison 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 impacting the accuracy of work product
• Ability to maintain absolute confidentiality, perform duties with utmost discretion, and act with complete integrity
• Advanced working knowledge of 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 the 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

Here are some things that will make you super competitive for this role :

• Bachelor's degree preferred
• Notary public license valued
• Knowledge of the Olympic & Paralympic movements, the organization, and its structure preferred

Here are the tools, equipment, & conditions :

• Standard office equipment
• Office environment in a multi-story building on a 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 a flexible schedule and additional, nontraditional work hours.

Here's where you'll work :

This hybrid role will regularly work from our downtown Colorado Springs Headquarters and remotely.

Here's some more information you need to know :

• Hiring Pay Range : $27.53 $32.35 per hour.
• 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 at a 5% target. This program is subject to change or elimination by the USOPC at any time at its sole discretion.
• Benefits : This position will be eligible for USOPC benefits. You can view a summary here .
1 day ago