Executive Assistant

U.S Olympic Committee - Colorado Springs, CO

Full-time

Colorado Springs, CO

Web Search Portals, Libraries, Archives, and Other Information Services

About the position

The Executive Assistant provides primary executive-level administrative and project support to the General Counsel, Chief Operating Officer, and Legal & Operations departments, including Finance, Legal, Compliance, and IT. The role requires a proactive approach to managing multiple tasks efficiently while representing the USOPC professionally. The Executive Assistant will assist in operations team management, Board and committee support, and general administrative support, ensuring effective communication and collaboration across departments.

Responsibilities

• Assist the General Counsel and Chief Operating Officer with managing and prioritizing requests and facilitating communications.
• Monitor the progress of project action items and collaborate with department leaders to meet deadlines.
• Manage department vendor operations, invoicing, and payments, including working with outside counsel.
• Handle expense reports, contract routing, and invoice payments for the Division.
• Maintain meeting schedules, arrange facilities, and coordinate logistics for meetings and events.
• Manage department content on the USOPC website, including public dissemination of Board materials.
• Serve as a point of contact for Board meetings and support the Board of Directors and Committees with administrative needs.
• Prepare meeting notices, documents, presentations, and other materials for Board meetings.
• Assist USOPC Board Committees with scheduling interviews, travel, and expense reporting.
• Provide administrative support to the USOPC Legal & Operations team as requested.
• Prepare correspondence and PowerPoint decks, take meeting notes, and distribute them as needed.
• Manage business and travel calendars, including reservations and transportation.
• Handle confidential information with discretion and maintain confidentiality.
• Continuously strive to improve the efficiency of the executive support experience.
• Support projects across the Division as directed by the Chief.
• Prepare and organize departmental files and maintain electronic databases.
• Collaborate with other Executive Assistants to share best practices and support organizational events.

Requirements

• Associate's degree or equivalent experience
• 5 years of experience providing high-level administrative support to senior or executive-level staff
• Significant department or office management experience
• Significant Board of Directors support/liaison experience
• Experience maintaining corporate documents
• Highly skilled in Microsoft Office suite (PowerPoint, Excel, Word, SharePoint, Outlook)
• Skill in preparing legal documents, presentations, and spreadsheets
• Highly organized with the ability to prioritize and track multiple tasks
• Excellent verbal and written communication skills
• Knowledge of remediation and document accessibility
• Ability to manage interruptions without impacting work accuracy
• Ability to maintain confidentiality and act with integrity
• Advanced knowledge of virtual meeting platforms (Teams, Zoom)
• Ability to establish and maintain effective professional relationships
• Ability to deal with non-routine matters and make sound decisions
• Meticulous attention to detail and ability to produce high-quality materials
• Willingness to learn and be flexible

Nice-to-haves

• Bachelor's degree preferred
• Notary public license valued
• Knowledge of the Olympic & Paralympic movements and the organization preferred

Benefits

• Flexible schedule and additional, nontraditional work hours
• Opportunity for domestic and/or international travel for Games and events