Executive Assistant

Executive Assistant

The Executive Assistant serves as a trusted partner to the Chief People Officer and Chief Financial Officer, providing strategic, administrative, and operational support. This role manages executive priorities, coordinates complex schedules and business activities, prepares professional communications and reports, and handles highly sensitive information with the utmost discretion. The Executive Assistant exercises independent judgment, initiative, and professionalism while fostering strong relationships with team members, customers, board members, community partners, and other key stakeholders. Through exceptional organization, communication, and customer service, this position helps ensure the efficient and effective operation of the executive leadership team.

Qualifications

Education and Experience:

• Minimum of five years of progressively responsible administrative support experience, including demonstrated responsibility for coordinating and supporting office operations is required.
• High school diploma or equivalent is required. Associate degree in a relevant field from an accredited college or university, or an equivalent combination of education and relevant experience is preferred.
• Relevant professional training or certification in administrative support, executive administration, or project management is preferred.

Skills and Abilities:

• Comprehensive knowledge of executive support, office administration, and established administrative practices and procedures.
• Demonstrated ability to manage projects from initiation through completion, maintaining accuracy, tracking deliverables, and meeting established timelines.
• Ability to independently plan, prioritize, and organize a diverse workload; manage competing priorities and deadlines; and identify opportunities to improve administrative processes.
• Excellent verbal and written communication skills, with the ability to tailor messages appropriately for team members at all levels, board members, vendors, customers, and community leaders.
• Ability to respond with urgency, adapt quickly as priorities change, and exercise sound initiative and judgment when making decisions within the position's authority.
• Ability to work effectively both independently and collaboratively, contributing to shared goals while requiring minimal supervision.
• Intermediate to advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams, including complex calendar and email management; working knowledge of database concepts and document-retention practices.
• Proficiency with videoconferencing platforms, including Zoom and Microsoft Teams, and the ability to coordinate and facilitate virtual meetings for others.
• Advanced ability to research and synthesize information and prepare accurate, professional presentations and reports tailored to executive and other targeted audiences.
• Demonstrated integrity and discretion in handling sensitive and confidential information while consistently maintaining professional standards.
• Exceptional customer service and relationship-management skills, supported by emotional intelligence, tact, and diplomacy when working with diverse internal and external stakeholders.
• Strong business acumen and the ability to understand organizational priorities, anticipate executive needs, and apply context when supporting key responsibilities.

Essential Functions

• Serve as the primary point of contact for internal and external stakeholders regarding matters involving the assigned ELT members. Oversee day-to-day executive activities, resolve complex issues and competing priorities with diplomacy, and escalate matters when appropriate.
• Proactively and independently coordinate a broad range of administrative responsibilities, including managing complex calendars and email communications; preparing expense reports and confidential correspondence; arranging detailed travel plans and itineraries; developing agendas; and compiling materials for meetings.
• Manage key strategic initiatives assigned by ELT members from planning through completion. Develop project scopes, work plans, estimates, resource requirements, timelines, and supporting research or technical input; monitor risks and interdependencies; and communicate milestones, status updates, potential delays, mitigation strategies, and contingency plans to stakeholders.
• Partner directly with the executive team and department leaders on high-priority projects that support core business operations, organizational effectiveness, and strategic growth.
• With minimal direction, draft, edit, proofread, and distribute accurate internal and external communications on behalf of the assigned ELT members. Generate and distribute standard reports, create custom reports, and analyze findings as requested.
• Coordinate and support meetings led by the assigned ELT members, including scheduling; selecting and preparing meeting spaces; managing venue contracts and catering; developing agendas and materials; coordinating presenters, technology, and other resources; and arranging group travel when needed. Welcome guests and provide on-site support for presentations, materials, and meeting logistics.

General Position Responsibilities:

• Accurately prepare, submit, and track invoices and expense reports on behalf of assigned ELT members, ensuring timely processing and compliance with company policies and approval requirements.
• Provide backup administrative coverage for peers, including the Executive Assistant to the CEO, to maintain continuity of executive support and ensure the timely, professional response to internal and external stakeholder needs.
• Become familiar with and follow DDCO-wide and department-specific policies, standard operating procedures and the DDCO Core Values; seek assistance from management when clarification or assistance is needed.
• Assist others as requested.

Degree of Authority/Management:

Team members in this position will be expected to perform most job duties and responsibilities independently and in accordance with established departmental and organizational policies and standard operating procedures.

This position is not responsible for the supervision of any other positions at DDCO.

Working Conditions:

• This is a hybrid position and is required to be in office at least three days per week. The schedule may change based on the needs of the executives and the organization.
• Light physical effort is occasionally required to support meetings, events, and office operations. Regularly moves, lifts, or carries materials weighing up to 10 pounds and occasionally up to 20 pounds.
• Potential for tight deadlines or time periods of high workload may require additional hours.
• May be required to work weekends, nights, or be on-call.
• Availability to support leadership retreats and different work schedules, including weekends several times throughout the year.
• Regular and reliable attendance is required.
• Regular exposure to a computer screen. Requires use of standard office equipment, e.g., Computer, scanner, printer, telephone.
• Ability to perform the essential functions of the job with or without a reasonable accommodation.
• Periodic travel may be required to support business activities, meetings, events, and organizational initiatives. A valid driver's license, reliable transportation, and automobile insurance that meets Colorado state requirements are required.

Benefits:

Delta Dental of Colorado offers a comprehensive compensation and benefits package. Some of the highlights from our benefits package include:

• 23 days of PTO
• 11 paid holidays
• 6 paid illness days
• Three affordable medical health plans
• Fantastic dental insurance plan
• Vision and hearing plan
• 401(k) match with immediate vesting
• Supplemental retirement savings plan
• Company-paid life insurance, short-term disability, and long-term disability policies
• Wellness program
• Tuition reimbursement
• ECO Passes for team members (we are near a light rail station!)
• Paid volunteer time off

This position is a hybrid role that requires three days in the office each week based upon the needs of the organization.

Compensation: This exempt position offers an annual base salary range of $66,477 to $87,776 . The position also includes a monthly phone and internet allowance.

Delta Dental of Colorado is proud to be an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity, genetic information, military or veteran status, national origin, race, religion, sex, sexual orientation, or any other applicable status protected by federal, state, or local law.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.