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Check with seller Executive Assistant - Denver Arts and Venues Denver

Published date: April 3, 2022
  • Location: Denver, Colorado, United States

About Our Job

Notes: In this position, you will be in the office the majority of the time, with some flexibility to work from home. Also, to be considered for this position, you must submit a cover letter and resume.

Denver Arts & Venues (DAV) seeks an Executive Assistant that works under the direction of the Executive Director to achieve the agency's mission: Arts & Venues enriches and advances Denver's quality of life and economic vitality through the advancement of arts, cultural and entertainment opportunities for all.

As an Agency of the City and County of Denver, DAV is a social-cultural enterprise, operating a business model that raises revenue through the operation of iconic venues and then invests that revenue in venue improvements and maintenance, arts programs, community grants, and free cultural amenities for Denver residents.

Venues in DAV’s portfolio include the iconic Red Rocks Amphitheatre and the country's largest performing arts center under one roof, the Denver Performing Arts Complex, as well as the historic Denver Coliseum, the recently refurbished McNichols Civic Center Building, and the state-of-the-art Colorado Convention Center.

As part of its enterprising model, DAV reinvests surplus revenue into maintenance and capital improvements of its facilities and into cultural programs that impact more than 4.23 million Denver residents and regional visitors annually, including programs such as the Five Points Jazz Festival, Urban Arts Fund, SCFD Tier III grant administration, PS You Are Here, and McNichols Cultural Partner programs. It also administers the 1% public art program, a collection of 400 artworks and growing.

As the DAV Executive Assistant, you will:
Manage, coordinate, and maintain the executive/deputy director's calendar by arranging appointments, meetings, conference calls, events and approved travel. Prioritize conflicting needs, handle matters proactively; and follow through on scheduling requests/projects to successful completion, often with same-day deadline pressures

Facilitate all aspects of meeting preparation: room reservation, agenda development/distribution, AV and food and beverage set-up for project meetings and other meetings as needed. Ensure there is inclusivity in scheduled meetings by ensuring they have access to AV equipment to share visual points, audio capabilities if needed and provide presentations and/or agendas in advance so participants can come prepared for a successful meeting. At times, this requires being proactive in identifying the leadership team's needs, being flexible, patient, and creative while keeping business as usual in motion by providing support so all can participate in in-person or virtual meetings. Record minutes in executive management meetings and provides the necessary follow-up to staff

Maintain strict confidentiality of privileged and sensitive information and use a high degree of tact, diplomacy, and discretion in dealing with sensitive and confidential situations. Specifically, when acting as the liaison between agencies and public/private sectors, handle highly sensitive materials in confidence

Provide consistent follow-up on recurring tasks, and proactively keep the executive/deputy director well informed of upcoming commitments. Brief executives on subject matter for upcoming meetings, problems, policies, project status, commitments, and public relations efforts. Coordinate special projects, project monitoring and create PowerPoint presentations as requested

Represent DAV executives to citywide and communitywide leadership; act as a liaison to Mayor’s Office for the executive team and compile reports/communications to the Mayor’s Office including the Chief of Staff report

Follow all related fiscal rules, procurement processes, executive orders, or other defined systems, reconcile p-card transactions on deadline. Manage travel and conference registrations for the executive/deputy director. Prepares expense reports and files expense reimbursement

Provide administrative support to the directors and managers as assigned in a professional and ethical manner while meeting deadlines and responding the same day to requests. Initiate decision-making that assists the executive/deputy director and the management team with achieving their goals and improving agency processes

Provide phone reception/call screening and forwarding; check voice messages and return calls on the same day. Provide security coordination and screening of guests; welcome visitors/guests as the first “friendly face" and ensures a warm, hospitable environment. Utilize technology or other approaches for efficiency and optimization; assist with the technical needs of the executive/deputy director and the management team

For events, facilitate and track external ticketing requests that are sent to the executive director for approval and maintain the ticketing process for external/internal requests to ensure they are following the agency guidelines

Communicate legislative items and out-of-office weekly email notifications; coordinate monthly all-staff meetings and director/manager meetings, including in-person or virtual platforms; sort and deliver mail; coordinate conference room schedules; send agency birthday emails; maintain accurate distribution lists & internal contact sheets; may supervise additional administrative staff to support these functions; perform office management functions; other duties as assigned

About You

Our ideal candidate:
Has at least 5 years experience with executive/high level management support

Exhibits PATH qualities: Professionalism, Personal lives matter; Adaptive, A+ Service; Trust, Teamwork; Hustle, Humor

Posesses strong organizational, verbal and written communication skills; highly detail-oriented

Is trustworthy and discrete with confidential or privileged information; demonstrates professional behaviors that reflects well on the executive team and the agency; knows and is sensitive to our audience

Works well in a dynamic environment and able to juggle multiple duties tasks simultaneously; has strong follow-up and assignment tracking abilities; is proactive and easily anticipates future needs

Builds good relationships internally and externally; embraces a positive service-oriented mentality

Is proficient in current technologies (Microsoft Office, Teams, Zoom, Outlook, Powerpoint); experience with Kronos and Workday is a plus

We realize your time is valuable so please do not apply if you do not have at least the following required minimum qualifications:

Education requirement: Graduation from high school or the possession of a GED, HiSET or TASC Certificate

Experience Requirement: Three (3) years of administrative/secretarial experience which must include one (1) year of experience at the type and level providing support to a manager responsible for large, complex divisions or the highest level manager of a small organization

Education/Experience Equivalency: Additional appropriate education may be substituted for the minimum experience requirement

About Everything Else

Job Profile

CA2179 Executive Assistant III

Position Type

Unlimited

Position Salary Range

$24.38 - $36.57

Starting Pay

$28-32/hour, based on education and experience

Agency

Arts & Venues Denver

Assessment Requirement

Administrative Professional

The City and County of Denver provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, national origin, disability, genetic information, age, or any other status protected under federal, state, and/or local law.

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