Administrative Assistant

• Support the software-defined organization by managing files, facilitating the transition to new digital formats, updating templates and standardizations, and contributing to continuous improvement initiatives
• Manage files, facilitating the transition to new digital formats, updating templates and standardizations and contributing to continuous improvement initiatives
• Provide technical support to staff for administrative software applications
• Perform word processing, proofreading, spreadsheet data entry and reporting
• Update specifications files
• Create and maintain internal resumes
• Manage proposal processes
• Research Companywide, department events and travel coordination
• Coordinate and support company training programs by scheduling, delivering to staff and managing all onboarding training logistics
• Create, prepare, track and present internal company-wide meetings including monthly, quarterly and ad hoc sessions
• Maintain an organized system for tracking and implementing policy and procedure updates ensuring compliance and efficiency, including proofreading these updates with 100% accuracy
• Research and purchase employee and client gifts, internal and external SWAG and manage related logistics to ensure timely delivery and adherence to budgetary guidelines
• Track and fulfill document requests ensuring accuracy and timely completion
• Monitor and manage the company’s general email inbox and phone messages responding to inquiries and directing them appropriately
• Special Projects as needed, including project management and coordination of small to moderate-scope initiatives
• Travel arrangements and booking industry events, including coordination and reservations
• Email and schedule management
• Company meeting presentation development and content coordination amongst contributors
• Expense management
• Special projects for Departmental Directors
• Assist with professional licensing
• Completion of Assigned Tasks and Deliverables on Time and on Budget
• Performs Other Related Duties as Assigned

Administrative Specialist

• Manage executives’ calendars, schedule meetings, appointments, and travel arrangements
• Prepare and edit correspondence, communications, presentations, and other documents
• Coordinate and manage executive communications, including taking calls, responding to emails, and interfacing with clients
• Organize and maintain files, records, and documentation (physical and digital)
• Facilitate smooth communication between the executive and internal departments or external partners
• Track and follow up on projects, action items, and deadlines
• Arrange logistics for meetings, events, and conferences
• Handle confidential documents ensuring they remain secure
• Prepare reports and briefings for meetings
• Assist with personal tasks and errands, when necessary

Executive Administrative Assistant

• Help new customers establish platform credentials with our various partners
• Provide responsive customer support by diagnosing issues, troubleshooting problems, and delivering effective solutions to ensure a positive user experience
• Collect proper documentation and forms to maintain customer files accurately and consistently in accordance with department workflows and procedures
• Update customer information in our internal databases, on carrier platforms, and carrier partners
• Task and pend to ensure timely and accurate processing, follow up as needed
• Contribute or create a standard operation procedure for each process to be shared amongst your team for training and reference
• Provide clear communication and documentation of workflow status
• Respond to inquiries in a timely and professional manner

Junior Operations Assistant – Administrative Coordinator

• Provides executive administrative services for Market Growth Leader and local market leadership team, including calendar management, expense reporting, and other support.
• Produces and updates presentations and other materials, including editing in PowerPoint, Excel, and Word
• Performs meeting and event support, such as preparing meeting materials and notes, ensuring appropriate space set up and clean up, catering management, and any other projects as needed.
• May include large meetings or events with senior leaders, brokers, and clients
• Supports local community and civic affairs events, assisting with event planning, management, and break down
• Assists with various projects within a high traffic sales office, including office initiatives, mail and office supply management, and facility oversight
• Order all office supplies and promotional items and maintain the budget for management monthly and year-end
• Assists with printing requests, including printing, binding, and shipping materials
• May support segment-level administrative services projects in partnership with other local offices
• Communicates professionally and collaborates with internal matrix partners, brokers, and clients
• Backup other administrative professionals when needed
• Performs additional responsibilities as assigned

Senior Administrative Assistant – Representative

• Responsible for supporting Function or Line of Business portfolios and ensuring compliance with applicable policies, procedures, standards, controls, and regulations.
• Partners with Executive Sponsors, business owners and additional stakeholders to ensure alignment to strategic objectives and effective prioritization, planning, budgeting, delivery, and benefits realization of work efforts.
• Monitors, governs and is accountable for low to moderately complex Function or Line of Business portfolios.
• Completes governance routines per the Enterprise Program Management Office (EPMO) Policy, Standards and Procedures.
• Monitors a low to moderately complex portfolio on an ongoing basis, to resolve issues and disseminate information to stakeholders.
• Facilitates the identification, management, and resolution of systemic cross-work risks / issues and interdependency conflicts for work effort(s) / program deliverables and informs portfolio team and stakeholders as needed.
• Leverages analytics to research and identify Financial Management risks and recommends solutions to address opportunities; may escalate to their respective Portfolio Management Office (PMO) or leadership team as needed.
• Monitors for stale work efforts and need for resolution, including termination proposal if applicable.
• Supports development and execution of Function or Line of Business planning in partnership with USAA Integrated Planning (UIP) and their respective PMO.
• Monitors and make recommendations to their senior leadership and their respective PMO to ensure portfolio alignment and delivery against strategic priorities as needed.
• Communicates portfolio statuses and changes regularly with executive sponsors, program sponsors, business owners, and additional stakeholders as required.
• Reviews health and performance of portfolio regularly, monitors portfolio success via recognized methodologies, identifies performance improvement opportunities, providing updates to leader and stakeholders.
• Drives the adoption and sustainment of changes within the organization in compliance with USAA's Change Management methodology.
• Ensure risks associated with business activities are effectively identified, measured, monitored, and controlled in accordance with risk and compliance policies and procedures.

Senior Portfolio Manager – P&C Portfolio Management Office

• Serve as additional point of contact for clients, providing responsive and proactive support.
• Manage cash operations, including monitoring balances, processing transfers, and overseeing deposits.
• Prepare, review, and process invoices, wire transfers, and bill payments accurately and efficiently.
• Execute payroll and coordinate with third-party payroll providers as needed.
• Reconcile intercompany activity and review bank reconciliations to ensure accuracy.
• Prepare and review financial reports, including cash receipts/disbursements and accounts receivable aging.
• Assist with preparation of financial statements and tax filings, including 1099s and relevant city/state forms.
• Support client-related insurance, credit, and vendor communications in collaboration with the team lead.
• Collaborate with and provide guidance to team members and participate in training and development initiatives.
• Participate in team meetings and contribute to continuous improvement of client service.
• Perform additional duties to support client and team needs as required.

Account Manager I, Family Office

• Provide remote administrative and clinical coordination support for an assigned orthopedic physician practice.
• Perform a variety of administrative duties that support physician workflow, patient communication, and daily practice operations while ensuring a high level of customer service and patient satisfaction.
• Coordinate pre-operative and post-operative care, including physician-directed orders, instructions, testing, and follow-up requirements.
• Process medication refill requests in accordance with physician protocols and coordinate prescription-related communications.
• Assist physicians with documentation review, order management, and other administrative workflows that support efficient patient care delivery.
• Respond to patient inquiries regarding treatment plans, post-operative instructions, medications, imaging results, and follow-up recommendations under physician direction.
• Maintain accurate, complete, and timely documentation within the electronic medical record (EMR).
• Collaborate with physicians, the practice manager, and other healthcare professionals to facilitate coordinated patient care and efficient practice operations.
• Perform other related duties as assigned: Please note, the responsibilities and scope outlined in this document are not exhaustive and may evolve based on business needs.

Physician Assistant – Administrative

• Creates routine correspondence, reports and forms in support of department.
• Types, formats, and edits non-routine correspondence, reports, forms and related documents using word processing software.
• Organizes files and computer databases and makes corrections to information in files.
• Prepares advanced charts, graphs, tables, and presentations using word processing, spreadsheet, and presentation software.
• Answers the telephone, screens/routes calls, and takes messages for senior staff.
• Provides information as appropriate and assists visitors.
• Prepares mail for pick-up and routes mail for officers.
• Schedules/organizes meetings, luncheons, and events.
• Prepares meeting agendas, takes minutes, and documents decisions.

Senior Administrative Assistant, Enforcement

• Manage inbound phone calls and coordinate schedules for inspections and remediation work.
• Handle email correspondence and support accounts payable and receivable processes.
• Make follow-up calls and assist leadership with inventory tracking and ordering.
• Ensure communication, scheduling, and administrative tasks are handled accurately and efficiently.
• Schedule inspections, remediation appointments, and project-related visits for team members.
• Process accounts payable and accounts receivable documentation and track invoices.

Office Manager – Executive Assistant

• Provide administrative and clerical support to the team
• Ensure a professional, effective, and positive office environment
• Handle program billing, collection, and filing of program documentation
• Conduct new hire reference checks
• Manage program scheduling and referral authorizations
• Enter client data into an EHR (electronic health record system)
• Handle purchase/supply orders

• provide strategic, high-level administrative and operational support to the Executive and team
• support cross-LOB and enterprise work including partnerships with leadership teams, senior stakeholders, and employee networks
• prepare materials and ensure alignment of key deliverables
• enable the Executive to lead effectively, removing friction from day to day operations
• manage calendar of multiple executives proactively
• arrange and handle details related to travel arrangements, expense reports, meetings, and appointments

Administrative Assistant III

• Making outbound sales contacts, including cold calls, and pursuing sales leads to develop a portfolio of buying customers.
• Accepting orders, closing sales, maintaining customer records, and completing required documentation accurately and on time.
• Identifying and qualifying prospective customers and recording sales prospecting activity in Salesforce.
• Representing an assigned product line that may overlap with other sales teams’ territories, as applicable.
• Working within territory, account, product, service, or sales processes of limited complexity.
• Informing customers of new product and service introductions, pricing, and relevant updates.
• Maintaining regular communication with the Sales Director and Team Lead to support sales priorities and execution.
• Maintaining a proficient understanding of Accurint, including the ability to demonstrate the platform and discuss pricing plans.
• Performing all other duties as assigned.

Customer Administrative Specialist

• Are you a direct and analytical person comfortable taking the lead while working with a team?
• Do you prefer roles that benefit from the existence of a process to drive strong outcomes?
• Would people describe you as organized and highly reliable?
• Are you known for your ability to execute with a high degree of expediency and accuracy while keeping people inspired at work?
• Own the calendars, travel and expenses of the originators in the firm and maintain a welcoming office environment at our Denver office.
• Manage multiple work streams and stay organized as priorities change.
• Identify potential issues before they arise and propose effective solutions. Your ability to foresee challenges and proactively address them will be instrumental
• Work autonomously to prioritize and manage tasks efficiently. Demonstrate a high level of self-motivation and take initiative to address challenges and opportunities as they arise
• Execute tasks with precision, paying meticulous attention to details. From managing calendars to coordinating meetings to setting the originators up for success in their meetings, maintain accuracy in every aspect
• Navigate through tasks swiftly and effectively. Adapt to a fast-paced work environment by demonstrating agility in handling multiple responsibilities without compromising quality
• Facilitate effective communication between the originators and clients, ensuring information flows seamlessly. Respond promptly to emails, inquiries, and requests, demonstrating a keen awareness of the importance of timely and accurate information
• Oversee all aspects of travel arrangements, including booking flights, accommodations, assistance with venue selection, managing itineraries and handling last-minute changes for the originators. Anticipate and address travel-related issues, ensuring seamless transitions between meetings and maintaining alignment with company travel policies
• Prepare correspondence with sophisticated communication, embodying professionalism, credibility, and engagement to every interaction. You are the first point of contact for in-office visitors, internal and external clients, and event guests, so your openness and welcoming demeanor are crucial
• Uphold the company’s brand image and values through professional demeanor, appearance, and behavior, acting as a brand ambassador
• Ensure the office runs smoothly by managing conference room bookings, maintaining a well-organized workspace, and overseeing supply inventory. Your attention to detail extends to greeting visitors, answering the main line, handling inquiries, and coordinating logistics to support a productive and welcoming office environment

• performs any combination of basic clerical and administrative support tasks
• answering phones, conveying messages, opening and routing incoming mail
• preparing outgoing mail, copying, scanning, faxing and/or filing
• files and maintains departmental records
• assists the department in carrying out various programs and procedures
• may answer multiple phone lines, organizes meetings and may attend to take notes
• interacts with internal and/or external sources via email and/or telephone
• order’s office supplies as needed
• follows clearly defined procedures to complete daily tasks and responsibilities
• uses existing procedures to solve straightforward problems without the consistent need to exercise discretion
• performs all other duties as assigned by management

• Provides reception and office administration assistance for Vestas.
• Administer general business office tasks.
• Operate PBX or multiline telephone system to answer incoming calls and directs callers to appropriate personnel.
• Greet and register visitors and guests to the facility.
• Assist employees in booking domestic and international travel using the Concur on-line booking tool.
• Complete purchase order requests and expense reports that are relevant to the administration of the office.
• Maintain the facility lobby and ensure a professional appearance at all times.
• Put together presentations (PowerPoint), spreadsheets, etc., as needed.

• Manages a team of Account Delivery Managers, forecasting resource needs and aligning them with business requirements for optimized performance.
• Drives strategic customer strategy development, contributes to growth plans, and leverages knowledge management for performance enhancement.
• Nurtures senior management or executive-level relationships with the customer, ensuring exceptional satisfaction.
• Manages the FPR process, supports execution, and escalates major issues with recommendations to higher management.
• Recruits and develops top talent, fostering a culture of excellence, cost efficiency, and trusted customer relationships.
• Identifies and effectively communicates strategic business requirements to senior management for informed decision-making.
• Interacts frequently with senior management to communicate project status and escalate issues, as necessary.
• Cultivates an environment promoting individual growth, high performance, and a rewarding workplace.
• Acts as subject matter expert, identifies opportunities for process improvement and policy development and recommends changes in alignment with business tactics and strategy.
• Performs talent management responsibilities including recruitment, performance management, coaching and career development.

Program Management Office Manager

• Manage the calendar of the Vice President
• Determine the urgency of requests and priorities accordingly
• Edit reports, proposals, and presentations for the Vice President
• Consult across departments on strategic communications and information
• Responsible for arranging Vice President’s travel arrangements

Executive Administrative Assistant – Vice President, Mission Care & Enrichment

• Manage the calendar of the Vice President
• Edit reports, proposals, and presentations for the Vice President
• Responsible for arranging Vice President’s travel and expenses
• Schedule team meetings, prepare agendas, and record minutes

Executive Admin Assistant – HR/PFC

• Performs diverse, tactical, and confidential administrative support functions for managers generally considered to be Business Unit Group Managers II
• Provides administrative support by performing functions using supplied office equipment and/or software; responding to routine correspondence
• Preparing letters and memoranda for the manager's review; scheduling appointments; coordinating meetings and travel arrangements
• Prepares reports/presentation by gathering and summarizing data, preparing graphics and spreadsheets
• Contributes to budgetary process by monitoring expenditures and researching budget variances
• Communicating assignments and instructions from the manager, and obtaining information and initiating follow-up, as required
• Provides support by screening and routing mail, visitors, and telephone calls
• Responding to requests for information by researching the issues, gathering data and providing information when appropriate
• Facilitates the work of the manager by establishing, organizing, maintaining files, records, and other related materials

Administrative Assistant jobs in Colorado

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Administrative Specialist

Executive Administrative Assistant

Junior Operations Assistant – Administrative Coordinator

Senior Administrative Assistant – Representative

Senior Portfolio Manager – P&C Portfolio Management Office

Account Manager I, Family Office

Physician Assistant – Administrative

Senior Administrative Assistant, Enforcement

Office Manager – Executive Assistant

Administrative Assistant

Administrative Assistant III

Customer Administrative Specialist

Administrative Assistant

Administrative Assistant

Administrative Assistant

Program Management Office Manager

Executive Administrative Assistant – Vice President, Mission Care & Enrichment

Executive Admin Assistant – HR/PFC

Administrative Assistant II