Administration Manager/Executive Assistant at Breckenridge Tourism Office in Breckenridge, Colorado

Job Description:

$50,000 to $70,000 DOE

Primary Responsibilities

This is an integral role in the BTO. Provide administrative support for CEO and Finance Director. Provide administrative support for organization, particularly for Board of Directors (BOD) and BTO Committee functions. Responsibilities may include preparing reports and financial data. Requires strong organizational skills, strong computer and internet research skills, flexibility, excellent interpersonal skills, project management, and the ability to work well with all levels of BTO management, staff, public, and vendors. Sensitivity to confidential matters is expected.

• Executive assistant to CEO

1. Assist with scheduling and changing priority management. Manage annual key project calendar.
2. Support Board of Director (BOD) function
   
   • Organize space and F&B if required. Invite/RSVP attendees, prepare agenda and BOD packet per CEO direction, record minutes for monthly BOD, and annual planning meetings. Ensure BOD inclusion/awards at Annual Meeting.
   • Help CEO track and manage BOD member terms/transitions. Be familiar with Bylaws and ensure Bylaws are current and available.
3. Schedule, track, provide minutes for BTO committees: Marketing, Finance,

Community Affairs & Services and others as needed.

1. Assist with special projects as needed, e.g. Resident Sentiment Survey, annual Strategic plan scheduling, organization, RSVPs and meeting tracking.
2. Schedule and support team functions - team meetings, annual planning and

budget meetings, team functions, track outcomes from team meetings.

1. Ensure smooth and efficient office operation. Research and offer best practices,

technology recommendations, etc. Manage office supplies and maintenance.

1. Keep CEO apprised of changing needs, issues and opportunities.
2. Help drive overall BTO operational efficiency.
3. Mange master contract and other executive files and records.
4. Manage independent projects as assigned.

• Support Finance Director

1. Ensure scheduling of monthly department forecast meetings, monthly Finance

Committee meetings, and other BTO finance meetings as needed. Send calendar invites and track outcomes.

1. Provide finance director other administrative support as needed e.g. track retention/destruction of business property, other special projects.
2. Develop, track, manage portion of admin budget. Knowledge of all BTO budgets.
3. Ensure department job descriptions are updated annually and Finance Director/HR Administrator is copied on all.

• Support BTO Team

1. Maintain smooth running office - manage office supplies and ordering, stock & maintain conference room for meetings, and manage the administrative budget. Schedule office repair/cleaning as needed. Keep CEO apprised of new needs or suggested improvements.
2. Organize and recommend team functions - holiday dinner, post preview lunches, etc. in collaboration with CEO. Recommend changes, improvements. Help develop team office culture- collaborative, productive and fun.
3. Help department heads anticipate and plan for finance and planning meetings.
4. Track/record BTO policies, procedures, ethics, standards
5. Help team maintain high professional standards, particularly with timely, written

communication, and help foster strong cross-team collaborations.

Professionalism/Standards/Ethics

1. Perform all duties and responsibilities in a timely and effective manner in accordance with established company policies.
2. Model professional standards for BTO -timeliness, accountability, professional and accurate correspondence, professional demeanor.
3. Exemplify standards and ethics as defined/updated by the BTO team.

Qualifications (required)

• Strong organizational skills and ability to perform and prioritize multiple tasks seamlessly

with excellent attention to detail.

• Very strong interpersonal skills and ability to build relationships with stakeholders, including BTO team, BOD members and external partners.
• Expert level written and verbal communications skills.
• Demonstrated proactive approaches to problem-solving with strong decision making capability.
• Proven ability to handle confidential information with discretion. Adaptable to various competing and changing priorities, demonstrates highest level of guest service and response.
• Strong skills in Word, Excel, Powerpoint and other office software. Quick learner on new programs as identified.

Qualifications (preferred)

• Interest/knowledge of changing AI opportunities
• Financial/budget experience or understanding
• Knowledge of Breckenridge and/or tourism industry.

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