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Ronald McDonald House Charities of Denver, Inc. · 4 days ago

Executive Assistant & Office Operations Coordinator

Denver, CO

Full-time

Onsite

Senior Level

$62K/yr - $70K/yr

5+ years exp

Ronald McDonald House Charities of Denver, Inc. (RMHC-Denver) has been providing a supportive environment for families with seriously ill children since 1979. The Executive Assistant & Office Operations Coordinator will support the CEO and ensure smooth daily operations, manage internal communications, and coordinate staff events.

Health CareReal Estate

Responsibilities

Act as a liaison between the CEO and internal/external stakeholders, ensuring all communications are handled with professionalism and discretion

Manage the CEO’s calendar and phone calls, and ensure preparedness for upcoming commitments

Coordinate Board meetings and events logistics, including scheduling, materials preparation, attendance tracking, catering, AV setup, and follow-up

Communicate confidently and proactively with the CEO, asking clarifying questions when needed and proactively sharing key updates, changes, and insights to support informed decision-making

Prepare reports, presentations, and correspondence on behalf of the CEO. Process CEO expense reports and manage confidential documents

Assist with special projects and initiatives assigned

Oversee daily office operations including ordering and purchasing supplies, managing inventory, and handling daily incoming and outgoing mail and shipping

Maintain vendor relationships and contracts for office equipment and service

Ensure printers and office postage machines are operational by managing supplies and timely maintenance

Review, distribute, and/or respond to daily email inquiries through the organization’s general information email account

Coordinate onboarding technology logistics for new hires, including computer and phone equipment acquisition, set up of user accounts and devices, assignment of access permissions, and coordination with the external IT vendors to ensure timely set up

Ensure staff common areas (breakroom, pantry, meetings rooms) are clean, well-stocked, and welcoming

Coordinate and manage all conference/meeting room booking requests, ensuring accurate scheduling and timely updates to physical door display(s) and digital systems

Develop and maintain procedures for business continuity and record retention

Provide basic IT support to staff, including troubleshooting minor technical issues and communicating system outages or disruptions promptly across the organization; follow up with outside IT vendor to ensure quick resolution to more complex IT tickets

Assist with other projects as needed

Assist and execute coordination of planned staff events, including logistics, catering, and communications to vendors and internal staff

Attend Social Committee meetings, take notes, coordinates event expenses, and promote staff participation and engagement

Organize meeting materials (agendas, attendance, minutes, presentations) and assist with audio visual (AV) and systems set up of meetings (onsite/offsite)

Schedule, set up and take down of meeting rooms as needed

Collaborate with team members to foster cross-departmental teamwork and shared accountability

Maintain clear and timely communication with staff and stakeholders regarding office activities, initiatives, and operational changes

Qualification

Executive administrative supportOffice managementMicrosoft Office SuiteBasic accountingIT troubleshootingEvent coordinationCommunication skillsOrganizational skillsTime managementTeam collaboration

Required

Associate's degree or at least 2 years of college completed required

Minimum 5 years of experience in an executive administrative support or office management role

Hands-on experience with basic accounting (i.e., expense reporting, budget tracking)

Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)

Experience with SharePoint, Teams, Zoom and phone (VoIP and cellular) systems and other tools

Tech-savvy with hands-on experience in basic IT and phone troubleshooting and user support

Strong understanding of common operating systems (Windows) and basic networking concepts

Demonstrated ability to exercise sound administrative judgment and make thoughtful decisions that impact staff, operational costs, and service

Proven track record of excellent follow-through and accountability

Excellent written and verbal communication abilities; confident interacting with staff and leadership

Exceptional organizational skills, time management skills, and meticulous attention to detail

Ability to prioritize and execute multiple tasks effectively

Flexibility to work occasional weekends and evenings for events

Ability to perform physical requirements of an office-based role, including sitting, standing, kneeling, lifting up to 25 pounds occasionally, and operating office equipment

Ability to independently travel and work between the Denver House, Aurora House and other organizational meeting venues as needed

Availability to independently attend offsite meetings and events when required