Job Summary:The Executive Assistant is an indispensable partner to the executive team, providing crucial administrative support to ensure the efficient functioning of the organization's leadership. This role is dynamic, encompassing a range of responsibilities that contribute to the executive's effectiveness and the overall success of the team. This position requires a meticulous individual with exceptional organizational abilities, strong communication skills, and a keen understanding of the organization's goals.
This role will be the architect of the executive's schedule, meticulously coordinating appointments, meetings, and events. The ability to prioritize and optimize the executive's time is instrumental in maintaining productivity. Acting as the primary point of contact, this position will manage phone calls, emails, and correspondence with finesse. The communication skills will be vital in maintaining the executive's professional image and ensuring timely responses.
From flight bookings to hotel accommodations, the executive assistant will be responsible for seamlessly organizing the executive's travel arrangements. The attention to detail ensures smooth business trips and timely reimbursement processes.
This role extends to the orchestration of meetings, where this position will prepare materials, take minutes, and facilitate effective communication. The support in post-meeting follow-ups ensures that decisions turn into actionable outcomes.
The organization's information hub, this position will manage both physical and digital documents with confidentiality and precision. The role as the custodian of information guarantees accessibility and order within the executive's workspace.
Under direct supervision, this role will collaborate with the executive on various projects, conducting research and preparing presentations. This role’s proactive involvement ensures project milestones are met with efficiency and accuracy.
Serving as a liaison between the executive and internal/external stakeholders, this position will cultivate positive relationships. The professionalism and interpersonal skills contribute to a harmonious work environment.
Behind the scenes, the executive assistant will manage office logistics, ensuring the smooth flow of supplies and the proper functioning of equipment. The attention to detail in handling daily tasks contributes to the overall operational efficiency of the office.
Anticipating challenges, this role will provide solutions to issues that may arise in the executive's day-to-day operations. Your ability to troubleshoot and think on your feet is a valuable asset.
With a forward-thinking mindset, this role will identify opportunities to improve processes, enhance efficiency, and stay abreast of industry trends.
Responsibilities:
Performance Outcomes
Administrative Support
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Schedule and manage appointments, meetings, and events for the executive.
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Coordinate travel arrangements, including itineraries, accommodations, and expense reports.
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Act as a gatekeeper for phone calls, emails, and other forms of communication.
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Prepare and edit documents, letters, reports, and other correspondence.
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Manage the executive's calendar, ensuring optimal use of time and prioritization.
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Attend meetings, take minutes, and provide follow-up summaries or action items.
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Maintain organized filing systems for both physical and digital documents.
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Handle office logistics, including ordering supplies and managing office equipment.
Communication and Relationship Management
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Interface with internal and external stakeholders, including clients, partners, and team members.
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Build and maintain positive relationships on behalf of the executive.
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Serve as a liaison between the executive and various stakeholders.
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Ensure clear and timely communication on behalf of the executive.
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Draft, proofread, and edit documents to maintain a professional image.
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Handle sensitive information with discretion and confidentiality.
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Act as a point of contact for inquiries and information requests.
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Foster a positive and collaborative work environment.
Project Assistance and Problem Solving
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Support the executive in various projects by conducting research and gathering data.
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Prepare materials and presentations for meetings and projects.
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Anticipate and address challenges or conflicts proactively.
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Provide solutions to issues that may arise in the executive's day-to-day responsibilities.
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Identify opportunities to enhance efficiency and streamline processes.
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Collaborate with other team members to facilitate project milestones.
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Stay informed about industry trends and best practices.
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Contribute to continuous improvement by suggesting enhancements to existing processes.
Education, Knowledge, and Experience
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Bachelor's degree or equivalent experience.
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5+ years of experience as an Executive Assistant or in a similar high-level administrative role in a larger organization.
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Strong organizational, multitasking, and time-management skills.
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Excellent written and verbal communication skills.
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Proficient in using office productivity software and tools.
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Discretion and confidentiality in handling sensitive information.
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Adaptability and ability to work in a fast-paced environment.
FLSA Status
Non Exempt
Compensation
Salary $65,000 + per year
Physical Requirements/ Work Environment
The work environment characteristics and physical demands described here are representative of these an employee encounters while preforming the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Some travel may be required for this position.
Additional Information:Location:Denver Office
Department:9100 Office of Chief Executive Officer
Time Type:Full time
Commitment to Equal Opportunity
PPLSI conforms to all the laws, statutes, and regulations concerning equal employment opportunities. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, status as a protected veteran, and basis of disability or any other federal, state or local protected class. We prohibit retaliation against individuals who bring forth any concerns, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any concerns or otherwise oppose discrimination.
If you require a reasonable accommodation to complete the application process, please contact Human Resources at: [email protected].
What We Do
We create services that protect and empower people. Our vision is to build a better world where access to justice and security is equal for every human — regardless of gender, race, orientation, education, social status, or personal wealth. PPLSI enables everyone to pursue their life – to worry less and live more – without the fear that a legal or privacy issue might bring it all crashing down.
Our Mission
PPLSI protects and empowers people with the tools and services needed to affordably live a just and secure life.
Real Impact
PPLSI is making a difference in the lives of our members. Through affordable legal services, we recovered and saved our members over $22 million in 2020. With our privacy and identity theft protection services, we saved our members an additional $5,000,000. With more than 1.8 million family members and 100,000 small business members, PPLSI brands provide access to technology and professional experts to make life better.
Disrupting Justice
We innovate and disrupt the traditional legal system – an expensive, complicated, and time-consuming system to make legal access simple, easy and affordable.
In the same way that Uber forever changed the transportation industry, Amazon created a new way to shop for everyday goods and Netflix changed how people consume TV shows and movies; PPLSI is the disruptive force providing millions of people with access to the legal and identity protection services they deserve.
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