Executive Assistant

Job Description: Executive Assistant FSLA: Exempt	Job status: Full time
Reports to: Chief Executive Officer	Travel Required: Yes, limited
Work Schedule: Minimum 40 hours/week	Positions Supervised: None
Benefits Eligibility: Immediately

 
The role of the Executive Assistant (EA) is to assist the CEO of both the Colorado Association of Home Builders (CAHB) and HBA of Metro Denver in the day-to-day operations and management of the association. The EA provides professional administrative, communications and scheduling support to advance the mission of the Associations. The EA is an important part of the relationship management function by communicating and providing timely information to board and committee members, association staff, Local Association Executive Officers, lobbyists, legislators, coalition partners and others.
Specific Responsibilities:
• Calendar management – Schedule and manage the Associations’ pertinent meetings and events
• Meeting management functions – Manage invitations, make accommodations, attend meetings, draft meeting minutes, schedule other meetings as necessary.
• Communications management – Assist in providing timely legislative and regulatory information to appropriate parties, update information on CAHB and/or HBA of Metro Denver websites and other social media sites. Create initial drafts of emails and correspondence.
• Organize and maintain the Association files.
• Organize and carry out assigned events – Help ensure that all assigned events are carried out economically, efficiently and professionally.
• Assistance in the accounting function – Check writing and daily checks report, deposit management, report preparation.
• Carry out the telephone and receptionist duties.
• Maintain the contact database for all contacts and contact groups – Assure that the contact database is consistently up to date.
• Perform contract management duties, including assistance in non-dues revenue programs.
• Manage kitchen and office supplies, ensuring the most economical price with acceptable quality.
• Act as liaison between the Associations’ CEO and the office building manager/landlord.
• Collect the daily mail for sorting and delivery.
• Manage the conference room reservation system.
• New hire management.
 
Qualities and characteristics necessary for superb performance:
• Demonstrate a consistently positive attitude. More work gets accomplished with smiles, teaming with others and demonstrating a can-do attitude.
• Understanding protocol, understanding priorities - The ability to quickly understand the most important contacts and relative priorities is important. Apply the priorities in managing the various duties – calendar, contacts, communications etc. Inviting right people to the right events is also important.
 
 
• Exceptional verbal and written communication skills – The ability to listen and converse to accomplish the many job duties. Professional quality drafting or editing of meeting minutes, letters, messages, instructions and notes are all necessary and required.
• Exceptional organizational skills – Plan, setup, maintain and manage relevant files, lists, databases and meetings.
• Outstanding task and duty management skills - Assure consistent (daily or as necessary) meetings with CEO to review tasks, needs, priorities etc. Be able to ask questions.
• Excellent computer skills – Conversant with Quick Books and Microsoft Office Products – Outlook, Word, Excel, and PowerPoint. Experience with a membership database is a plus.
• Demonstrate the ability to understand motivations and attitudes. Ability to team with CEO, committee chairs, executive committee, members and lobbyists to maximize the group effectiveness.
• Internal leader – Take responsibility for the overall office appearance, office environment and etiquette.
• Ability to properly anticipate problems and issues. Reasonable anticipation of potential problems and identifying solutions.
• Resiliency – the ability to deal with changing priorities.
• Team player – ability to work with fellow team members and Association volunteers to accomplish goals.
 
Performance Criteria:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• The employee must regularly lift and /or move up to 15 pounds; frequently lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear.
• The employee is frequently required to reach with hands and arms.
• The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl.
 
Education/Experience:
• Bachelor’s degree or equivalent is preferred but an associate’s degree or equivalent is required.
• A successful candidate will have a minimum of three (3) years’ experience as an executive assistant.
• Must have experience with QuickBooks.
 
Working Environment / Physical Activities:
General office environment.
Will be mostly indoors in a controlled environment.

Salary Range: $53,000 - $58,000 
Expiration Date: January 15, 2026