Executive & Administrative Coordinator at Ultimate Staffing Services in Denver, Colorado

Job Description:

Executive & Administrative Coordinator



Ultimate Staffing Services is actively seeking a dedicated Executive & Administrative Coordinator to support their client's office management and daily operations. This role is pivotal in supporting the Director of HR and Administration, overseeing general office functions, and providing administrative assistance to the President/CEO and the Board of Directors' Executive Committee and Officers. The position is located onsite and offers an engaging, service-oriented work environment.

Responsibilities:




Summary:



The Executive and Administrative Coordinator plays a key role in supporting the Director of HR and Administration with office management and daily operations. This position oversees general office functions, vendor coordination, and provides administrative support for the President/CEO and the Board of Directors' Executive Committee and Officers. The ideal candidate has strong skills in business writing, proofreading, and editing, coupled with keen attention to detail, sound judgment, and discretion in managing confidential information. They should be a collaborative team player who thrives in a service-oriented environment.



Essential Functions:




HR & General Office

• Provide administrative support to the Director of HR and Administration, including new employee supply ordering and office setup.


• Assist with General Office budget management and expense review.


• Communicate office policies, staff meetings, and building management updates to staff.


• Maintain office services and organization, overseeing operations and procedures, ensuring cleanliness of shared spaces, managing office supply inventory, handling shipping and mail, and managing calendars and scheduling.


• Coordinate with building management regarding maintenance and facility-related issues.


• Manage vendor relationships and oversee equipment procurement.


• Organize staff activities and office events.


• Perform general administrative tasks, including preparation of documents, spreadsheets, and presentations, as well as maintain filing systems.

Executive & Board Support

• Provide administrative support to the President/CEO and Executive Committee, coordinating domestic and international travel, processing expense reports, formatting executive correspondence, maintaining project lists, and managing calendars.


• Execute projects and tasks for Executive Committee support, maintaining lists and schedules, scheduling calls and meetings, recording minutes, preparing meeting materials, and assisting with onboarding new EC members.

Note: This position description is not intended to reflect an exhaustive list of all duties, responsibilities, or qualifications associated with the position.

Knowledge, Skills, and Abilities:

• Comfortable and experienced in a service-oriented work environment with exceptional interpersonal skills.


• Demonstrates sensitivity and confidentiality, effectively communicating with others in a professional manner.


• Detail-oriented, able to plan, prioritize, and meet deadlines while managing multiple projects with multiple stakeholders.


• Ability to work autonomously with good comprehension and communication skills.


• Strong business writing skills and ability to learn new software programs quickly.


• Desire to work in a team atmosphere, promoting collaboration across all levels.


• Technically savvy and culturally attuned.

Minimum Qualifications:

• College degree preferred (such as general, business, journalism).


• Minimum of three years' relevant experience required (HR, legal aid, office management).


• Additional experience in travel arrangements and accounts payable helpful.


• Proficiency in all Microsoft Office Suite programs.

Work Hours:



Monday to Friday, 8:00 AM - 5:00 PM WFH on Fridays


All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county , to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions. Apply Now