Administrative Assistant

Job Summary:
Provide administrative support to multiple senior vice presidents. Conduct research, prepare reports and presentations, respond to information requests, receive visitors, arrange conference calls, and schedule meetings. Prioritize responsibilities, work with minimal direction, and exercise sound judgment.

Essential Functions/Job Duties & Responsibilities:

• Maintain regular, in-person attendance at the designated company site to support effective teamwork, collaboration, and supervision.
• Manage and maintain executive leaders’ calendars; plan, schedule, organize, and coordinate meetings, calls, and activities to prevent conflicts and ensure smooth execution.
• Coordinate travel arrangements, including air, hotel, and ground transportation, in accordance with company guidelines for executive leaders and, as directed, other visitors, vendors, witnesses, or senior leaders.
• Prepare accurate travel expense reports and coordinate weekly approval of executive leader expenses and corporate card charges, as directed.
• Prepare for meetings in advance, including coordinating visitor reception, meals, and refreshments.
• Sort and route digital mail to the appropriate recipients or departments.
• Perform general administrative duties accurately and within established deadlines, including data entry, photocopying, mailing, and filing.
• Answer and return all phone calls in a professional and timely manner.
• Coordinate administrative projects and activities as assigned by the leader; independently troubleshoot issues and manage each project from initiation through completion. Examples include annual department strategy meetings and strategic goal initiatives.
• Handle confidential and non-routine information and explain procedures and practices when necessary.
• Provide support to the Legal team, including but not limited to:
  • Prepare and maintain corporate records, including minutes, resolutions, bylaws, organizational documents, and subsidiary filings.
  • Maintain state company registrations and coordinate the submission of annual reports, business licenses, and related filings.
  • Request Certificates of Good Standing as needed.
  • Serve as a resource to Center Directors and District Managers, responding to questions involving policies with legal implications (e.g., interpreting custody paperwork, court orders, and regulatory documentation).
  • Assist with managing the Legal inbox and routing digital mail for the Legal department.
  • Assist with documenting and coding legal invoices.
  • Report new employment-related matters to the insurance carrier, open claims in the claims management system, and update information as needed.
  • Assist with collecting, organizing, and producing documents in response to subpoenas, discovery, and litigation-related requests.
  • Support communication and coordination with outside counsel, internal stakeholders, and insurance representatives.
  • Reconcile legal invoices.

Education:

• High school diploma or equivalent required.
• Associate or bachelor’s degree strongly preferred.

Experience:

• Minimum of two years of experience supporting senior vice president-level executives required.
  Legal experience preferred.

Skills & Abilities (i.e. technical, knowledge, etc.):

• Excellent customer service and follow-up skills with both internal and external customers.
• Capable of working with frequent interruptions and changing priorities.
• Effective written, verbal, and interpersonal communication skills.
• Strong time-management and organizational skills, with the ability to meet established deadlines.
• Proficiency with DocuSign, including coordinating signature workflows.
• Ability to represent executive leadership professionally and communicate on its behalf.
• Exceptional attention to detail and accuracy.
• Ability to handle sensitive information in accordance with confidentiality policies and procedures.
• Ability to manage high volumes of work and adapt to changing priorities.
• Ability to anticipate needs, identify issues, and independently resolve routine legal and operational matters.
• Proficiency with Microsoft 365 applications, including Word, PowerPoint, Excel, Outlook, and Teams.
• Ability to identify opportunities for continuous process improvement, propose solutions, and support implementation.

Travel Percentage:

• Less than 5%

Compensation and Benefits:

• Compensation based on position, education and experience. Bi-weekly paid.
  • $28-30/hour.
  • This position is also eligible for our Support Central bonus program which is based on annual achievement of company performance.
• Health and Wellness Benefits
  • Employees are eligible for a variety of health and welfare benefits based on their Full-time or Part-time status on their date of hire, which include medical, dental, vision, healthcare & dependent care flexible spending accounts (FSAs), life insurance, disability, accident, critical illness, hospital indemnity, pre-paid legal, pet insurance and identity theft protection.
  • Employees are eligible to participate in our 401(k) retirement plan after 30 days of employment. Participating employees are also eligible to receive a company provided match on their elective deferrals once they reach 1 year of employment with the company.
• Employee perks/discounts
  • Education assistance including tuition reimbursement
  • Childcare discount available to all employees
  • Corporate partner Discounts
• This position is eligible for paid time off. All Corporate employees are enrolled in our Flexible Paid Time Off (PTO) plan. This plan allows for flexibility and discretion between employees and managers in taking time off - with no set accrual for vacation or sick time. Employees can use Flexible PTO for any reason and is compliant with the Colorado Healthy Families Work Act.
• Applications accepted through 10/31/26.