Administrative Associate

The Company

The company operates as a single-family office, providing comprehensive, high-level service to its client. This is a fast-paced, high-touch in-office environment working in-office five days a week.

The Position

The Administrative Assistant provides comprehensive administrative, operational, and logistical support across office operations, finance, records management, IT coordination, and general office needs. This individual will serve as a central point of coordination, ensuring efficiency and accuracy across a variety of functions in a confidential, fast-paced environment.


Responsibilities

Office Administration & Coordination

• Manage incoming and outgoing mail across multiple locations, including opening, scanning, profiling, emailing, and ensuring timely delivery with appropriate tracking or overnight services
• Provide administrative support including correspondence, scheduling, calendar management, and deadline tracking
• Maintain multiple calendars for employee PTO, travel, meetings, and key business deadlines, including daily and weekly task tracking and summaries
• Order and maintain office supplies, coordinate conference room reservations, and organize meetings, company events, and employee celebrations

HR & Recruiting Support

• Support recruiting and HR processes including candidate correspondence, interview scheduling, NDAs, background checks, reference checks, and unemployment claims

Finance & Documentation

• Prepare and process bank deposits and maintain financial documentation including statements, reconciliations, and credit card records
• Track invoices, obtain payment approvals, maintain bill pay spreadsheets, and analyze utility usage and costs

Records Management & Compliance

• Scan, organize, and maintain digital and physical records, including tracking spreadsheets, entity filings, insurance policies, tax documents, and renewal schedules

Operations & Logistics

• Provide administrative support across property maintenance tracking, vehicle registrations, travel arrangements, payments, and event coordination

IT & Systems Support

• Support IT operations including employee device management, account setup, equipment procurement, technical assistance, virtual meeting coordination, and vendor communication

Additional Support

• Perform notarizations and other administrative tasks as assigned

Qualifications

Competency & Experience

• Bachelor's degree required, or a minimum of three years of administrative experience, or an equivalent combination of education and experience
• Strong written and verbal communication skills
• Advanced computer proficiency, including Microsoft Office Suite (Outlook, Word, Excel) and Adobe Acrobat
• Familiarity with office management systems, procedures, and document management tools

Skills & Working Style

• Proven ability to maintain strict confidentiality and handle sensitive information with discretion
• Exceptional attention to detail, accuracy, and follow-through
• Strong time management, prioritization, and organizational skills with the ability to manage multiple tasks and deadlines
• Quick learner with the ability to adapt to new processes, systems, and concepts

Core Competencies

• Resourceful and conscientious problem-solver who exercises sound judgment
• Highly discreet, trustworthy, and professional, with the ability to work both independently and collaboratively
• Self-motivated and proactive, with strong interpersonal skills and an organized, efficient approach to work
• Critical thinker who can prioritize effectively and manage competing demands
• Adaptable team player with a "no task too big or too small" mindset and strong integrity

Additional Requirements

• Successful completion of background investigation, employer-provided assessments, reference checks, and drug screening required

Salary + Benefits

$29-$35/hour

Employer-paid medical insurance and 401(k)

Fifteen days of paid time off and seven paid holidays per year


Additional Details

This is a full-time, in-office role, Monday through Friday, located in Littleton, CO

A personal vehicle is required for this position

Must have a valid driver's license

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