Executive Assistant and HR Coordinator

Job Description

Job Description

Executive Assistant & HR Coordinator

Reports To: Regional Vice President

Office Location: Frederick, Colorado

Classification: Exempt

Minimum Experience: 5 years

Standard Hours: 8:00 AM – 5:00 PM

Travel Required: Occasional

Compensation Range: $68,000 – $85,000 annually, commensurate with experience

Pursuant to the Colorado Equal Pay for Equal Work Act (C.R.S. § 8-5-101 et seq.), the salary range for this position is provided above. Final compensation will be determined based on the candidate’s qualifications, experience, and internal equity.

POSITION SUMMARY

The Executive Assistant & HR Coordinator serves as a trusted operational partner to the Regional Vice President (RVP), providing high-level executive support and ensuring that leadership priorities, communications, and schedules are managed with precision and discretion. This role operates as the organizational backbone of the regional office, keeping executive operations running smoothly while also serving as a reliable first point of contact for routine HR processes.

The primary focus of this position is executive-level support. The HR component is intentionally bounded: this role handles administrative HR tasks, maintains compliance-related records, and facilitates routine people-operations processes, escalating more complex HR matters to the HR Manager. The ideal candidate is a proactive, detail-oriented professional who thrives in a dynamic environment, communicates clearly across levels, and takes genuine pride in making operations run efficiently.

KEY RESPONSIBILITIES

Executive & Administrative Support

• Manage the Regional Vice President’s complex calendar, including scheduling meetings, resolving conflicts, and ensuring adequate preparation time for key commitments.
• Oversee and triage the RVP’s email inbox, drafting responses, flagging priority items, and maintaining organized correspondence.
• Coordinate travel arrangements, itineraries, and logistics for the RVP and leadership team.
• Prepare reports, presentations, meeting agendas, and business correspondence on behalf of the RVP and Director of Operations.
• Serve as a communication hub, facilitating timely and clear coordination between the RVP and internal departments, external partners, and field teams.
• Anticipate the RVP’s needs and proactively manage administrative priorities to support effective decision-making.
• Coordinate trade shows, networking events, marketing initiatives, and local business conferences in collaboration with the RVP.
• Assist with department budget planning by coordinating with Accounting to compile annual budget information and client reports.
• Maintain strict confidentiality and exercise sound judgment in handling sensitive information.

Operations Coordination

• Support the RVP and Director of Operations with day-to-day administrative tasks and cross-functional coordination.
• Track and manage key operational, HR, and compliance deadlines across the regional office.
• Assist with company-wide system and process improvement initiatives to enhance efficiency and accuracy.
• Help maintain company policies and procedures manuals across multiple office locations.
• Liaise with HR, Accounting, and other departments to ensure smooth information flow and follow-through on action items.
• Support the hiring and training of administrative staff as needed.
• Assist with employee events, trainings, and engagement activities.

HR Process Support

This role supports, but does not own, HR functions. The focus is on administrative facilitation and process coordination, with escalation to the HR Manager for any complex or sensitive matters.

• Assist with recruitment and onboarding administration, including scheduling interviews, coordinating new hire paperwork, I-9 verification, system access requests, and orientation logistics.
• Support offboarding processes and related administrative documentation.
• Maintain and update employee personnel files and HR records in compliance with Colorado recordkeeping requirements.
• Track employee certifications, licenses, training completions, and compliance deadlines, proactively flagging upcoming expirations to the appropriate parties.
• Serve as the first point of contact for routine HR and administrative questions, directing employees to the appropriate resources and escalating complex or sensitive matters to the HR Manager.
• Assist with distributing, collecting, and organizing employee forms, acknowledgments, and HR-related documentation.
• Monitor and maintain required federal and Colorado labor law postings in designated employee areas.
• Provide general administrative support to the HR Manager as directed.

EDUCATION & QUALIFICATIONS

• Education: Bachelor’s degree in Business Administration, Human Resources, or a related field, or equivalent professional experience.
• Experience: Minimum 5 years in an executive assistant, administrative, or HR coordinator role; experience supporting senior leadership strongly preferred.
• HR Knowledge: Working familiarity with Colorado and federal employment laws, HR administrative processes, and HRIS systems (ADP preferred).
• Technical Skills: Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); comfort with calendar management and communication tools.
• Communication: Excellent written and verbal communication skills; ability to draft professional correspondence and presentations on behalf of leadership.
• Organization: Exceptional attention to detail, ability to manage competing priorities, and a strong sense of urgency and follow-through.
• Discretion: Demonstrated ability to handle confidential and sensitive information with professionalism and sound judgment.

WORK CONDITIONS

• Based in Frederick, Colorado; on-site presence required during standard business hours.
• Standard office environment with occasional lifting or moving of materials.
• May require occasional travel to other company locations or events.
• Some flexibility may be required during periods of elevated activity, special projects, or key deadlines.

This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all responsibilities, duties, or qualifications