University of Colorado Anschutz

Department: Gates Institute

Job Title: Administrative & Executive Support Manager

Position #:00845478 – Requisition #:39237

Job Summary:

The Administrative and Executive Support Manager will be responsible for leading day-to-day business administration and operations for the Executive Director and the Chief Operating Officer (COO) of the Gates Institute. This includes high-level project management, process and workflow development and implementation, event management, Board support, communications, fiscal oversight, executive support, and seamless coordination of operations across teams and stakeholders. The individual in this position will work closely with Gates Institute directors and staff in addition to coordinating closely with fellow colleagues across the CU system.

The Administrative & Executive Support Manager will also be responsible for managing logistics for high-priority initiatives and will serve as a trusted liaison, ensuring deadlines are met, relationships are proactively managed, and the COO and Executive Director’s commitments and strategic priorities are advanced. As the liaison and right hand of Gates Leadership, this role is responsible for attending project, board and committee meetings, translating larger strategic initiatives into clear and assignable action items/objectives for the COO and Executive Director, and adjusting operations as needed to achieve over-arching objectives.

Serving as a central connector, the Administrative & Executive Support Manager facilitates communication across teams and represents the COO and Executive Director in correspondence and meetings as needed. The role is highly collaborative and requires a blend of organizational rigor, strong communication skills, and the ability to operate with discretion in a complex, matrixed environment.

The Administrative & Executive Support Manager will exhibit exceptional judgment, skills, a high level of discretion, and the ability to proactively anticipate the needs of the COO and Executive Director. This person must thrive in a fast-paced, matrixed environment and be equally comfortable handling detailed administrative work and coordinating high-level partnership initiatives.

Key Responsibilities:

• Provide comprehensive administrative support including calendar management, scheduling, travel arrangements, meeting preparation, and expense management.

• Serve as the primary point of contact for both internal and external inquiries & requests directed to the executive, exercising discretion in triaging, responding, or delegating appropriately.

• Track and manage deadlines, deliverables, and milestones for business development deals, partnership agreements, and executive-led projects to ensure timely follow-through, escalating risks or delays proactively.

• Coordinate meeting logistics, agendas, and documentation for strategic initiatives.

• Plan and host onsite meetings as requested, including coordination and management of all administrative and project coordination details.

• Partner closely with COO and Executive Director to monitor, manage, and advance business development deals, partnership opportunities, and high-impact initiatives.

• Build and maintain strong, professional and trusted relationships with internal leadership, external partners, and key stakeholders.

• Manage day-to-day office operations, including service delivery, meeting/space sche