Executive Assistant

POSITION SUMMARY:  

Located at our global headquarters in Denver, Colorado the Executive Assistant serves as a proactive partner to members of Advanced Energy’s executive leadership team as well as their organizations. The successful candidate is approachable, humble, and desires and drives to understand the needs of the executives and teams being supported, integrates themselves into the operations of these groups, and serves as a key resource that can help anticipate needs, recommend adjustments and facilitate efficiencies through their support.  This role provides primary executive support to the Chief Financial Officer and related organizations as well as the Executive Vice President of Global Sales.

This role is responsible for handling information and details of a highly confidential and critical nature such as collecting and preparing information for use in discussions/meetings of executive staff and preparing presentation materials for board of director and other executive meetings. This position solves problems of diverse scope, which may require data analysis, knowledge and application of defined practices and policies, and/or collaboration with cross-functional groups.

RESPONSIBILITIES:

• Proactively manage the calendars for multiple executives to best meet the needs of the business.

• Coordinate executive travel by partnering with Advanced Energy’s travel service to book travel, process expense reports, and maintain records and receipts.

• Schedule and set up meetings and events for assigned groups – including scheduling rooms, ordering meals, managing audio visual tools, taking notes, etc.

• Maintain high levels of confidentiality and professionalism.

• Exhibit a high level of comfort and tact when communicating with all levels within the organization as well as those outside the organization.

• Attend a variety of meetings including staff, monthly/quarterly, and team meetings to process meeting minutes/notes, prepare summaries/reports to distribute to staff as appropriate and maintain database of action items.

• Create and edit presentations, spreadsheets, and written communications in a professional manner and appearance.

• Maintain and create SharePoint and information sharing sites for supported organizations.

• Support recruiting activities including interaction with high level candidates, scheduling, and travel related activities.

• Support executive meetings and events as appropriate.

• Respond to inquiries for the executives when they are not available.

• Anticipate needs and make recommendations for changes related to calendar management, work travel, and other assigned areas of responsibility for executives.

• Act as a project manager for nonrecurring and ongoing special projects, and work both independently and within a team until successfully completed.

• Available during the traditional work week, and outside the traditional workday for urgent matters.

• Oversee tasks related to the management of the office of the assigned executives (e.g. process bills, maintain/order office supplies).

• Provide coverage and back-up support to other Executive Assistants, including back-up support of the CEO and Board of Directors.

• Flexible and able to multitask, switch priorities as needed within a collaborative environment.

• Other duties as required to maximize the executives’ efficiency.

WORK ENVIRONMENT:

• Location: Denver, CO

• Environment: Standard in-person office environment        

QUALIFICATIONS:

• Advanced communication skills

• Advanced Microsoft Office skills (Word, Excel, Outlook, PowerPoint, and Visio)

• High degree of professionalism in interactions and attire

• Project management capabilities

• High level of interpersonal skills to handle sensitive and confidential situations; position requires demonstrated poise, tact and diplomacy

• Strong attention to detail and high-quality work product