This position is directly responsible for providing administrative and secretarial support for the Executive Director as well as the staff (currently 4 people) of the Office of Special Events. This position requires a high level of professionalism and confidentiality. Further, this position will be expected to provide excellent customer service to internal and external stakeholders who frequently interact with the Executive Director the Office of Special Events. Additionally, this position is responsible for maintaining the Executive Director's calendar, support projects or initiatives and coordinate any requested meetings and events attendance.
This is a new Office for the City and County of Denver, providing services to the Special Event and Film industry, the residents, businesses, and visitors, of Denver's Special Events, and the 17 CCD agencies that interact with the OSE.OSE oversees the planning, logistics and compliance monitoring of all events and film on public property, as well as the creation of and or the coordination of updating current city policies and procedures.
As a part of a new office, some of the responsibilities of the Executive Assistant will focus on helping to develop standard organizational procedures and policies for OSE.
The ideal candidate for the position will have exceptional organizational skills, high caliber executive assistant experience, will be a resourceful self-starter that takes pride in providing service above all else, works quickly and thoroughly, has excellent critical thinking skills and feels comfortable and enjoys working as an integral part of a small but mighty team!
Please note: Consideration for this position requires successfully passing the Administrative Professional Test.
The Office of Special Events provides a unique and exciting challenge for the right candidate. The successful candidate must display high standards of ethical conduct, strong administrative skills, and the ability to successfully complete tasks with substantial independence and enthusiasm. We are seeking someone with excellent computer skills, and the ability to establish administrative procedures and methods, and a quick, instinctive, learner who enjoys working with people. The successful candidate must also be a logical, independent thinker who can operate without supervision.
Duties and responsibilities will include:
The position will work closely and effectively with the Executive Director to keep him/her well informed of upcoming commitments and responsibilities, calendaring, meetings and other arrangements. In addition, the candidate will keep the Executive Director abreast of any issues that may arise internally and/or externally which could potentially impact the agency. The position will receive, coordinate and document information related to executive projects, programs, practices and initiatives.
The EA will provide administrative and project support to the OSE team.
The EA will implement office policies and recommend policies within the scope of the role's responsibilities, edit and review policies and procedures for the organization and prepare complex presentations for the Executive Director to present.
The EA will coordinate and compile budget information for the entire organization, track and document expenditures and revenue, create and prepare budget documents and other forms, and create form procedures, practices and documents to support budgetary responsibility.
Demonstrated ability to work in a high pressure environment with short deadlines yet also possess the tenacity to work on long term, multi-agency projects;
Takes pride in a job well done;
Demonstrate excellent professionalism and customer service skills;
Capability to work independently, prioritize work and deliver on schedule;
Anticipates issues and takes appropriate action;
Excellent organizational skills, thoroughness, detail orientation, accuracy and strong office management skills;
Strong computer application skills including the ability to produce reports , presentations, documents, spreadsheets thoroughly, accurately and creatively utilizing Microsoft Office Suite;
Ability to create professional, management level presentations, documents, Board materials typical of the C-level office.
The ability to manage calendars and make appointments for the Executive Director;
The ability to independently manage daily incoming mail, calls, visitors and documents for the Executive Director and the OSE staff;
The ability to organize, track, compile, and prepare and maintain complex and confidential official documents; and
Other responsibilities as assigned.
Graduation from high school or GED certificate.
Experience Requirement (must be demonstrated on application/resume)
Minimum of three years of administrative/secretarial experience which must include one year of experience providing support and/or office management for a high level manager or executive.
Proficient with MS Excel, Word, Outlook, PowerPoint and Internet.
Extremely high level of integrity, thoroughness and professionalism. Personal commitment to excellent customer service and previous experience working as part of a small team.
Bachelors Degree a plus
3 years of experience supporting a C level Executive
A combination of appropriate education and experience may be substituted for the minimum experience requirement except for the one year of experience supporting a high level manager or executive.
We offer a competitive benefits package including:
Medical, Dental & Vision Plans (multiple programs)
Paid Time Off (combined vacation/sick leave)
Retirement (Pension Plan & 457 Deferred Comp Plan)
Flexible Spending Accounts (Medical, Parking, Dependant Care)
RTD Pass Discounts
Life Insurance; Short-term and Long-term Disability Insurance
Domestic Partner Programs
Wellness Center & Programs (vary by location)
Education & Training Classes (vary by location)
On-site perks such as dry cleaning, mail service and lobby convenience stores (vary by location)
For more information on our benefits, please visit www.denvergov.org/jobs.
The City and County of Denver values leadership that influences the commitment, ability and willingness of employees to provide quality service to the citizens of Denver.
To apply for this position, please select the apply button at the top of this page, or visit http://www.denvergov.org/jobs.
If you do not pass the Administrative Professional Test Online test during this recruitment, you will not be eligible to retest for six (6) months. Be sure to sign up for job opening alerts from your application profile page right away to stay informed