Regional Administrative Assistant

Location: Englewood, CO
Employment Type: Contract-to-Hire
Work Setting: Onsite

Position Overview

We are seeking a highly organized and proactive Regional Administrative Assistant to support department leadership and coordinate office and regional administrative functions in Englewood, CO.

This highly visible role will serve as an operational hub for the department, providing leadership support, coordinating meetings and events, assisting with budgets and reporting, supporting employee engagement activities, and helping ensure smooth day-to-day office operations. The ideal candidate is detail-oriented, professional, resourceful, and comfortable managing multiple priorities in a fast-paced environment.

Responsibilities

Administrative & Leadership Support

• Manage calendars, scheduling, and meeting logistics for department leadership.

• Coordinate recurring and ad hoc meetings, including project reviews, financial meetings, management meetings, and planning sessions.

• Arrange meeting rooms, calendar invitations, catering, and other meeting logistics.

• Attend management and planning meetings to take notes, prepare meeting minutes, and track action items.

• Compile and coordinate presentation materials and assist with AV/IT requirements for meetings.

• Monitor department deadlines, benchmarks, and action items through completion.

• Assist with monthly progress reports, presentations, meeting agendas, correspondence, and other department communications.

• Prepare documents and reports using Microsoft Word, Excel, PowerPoint, OneNote, Forms, and related applications.

• Assist with department plans and budgets, including tracking projected and final costs.

• Review and process standard department expenditures within established guidelines.

• Facilitate communication across the department and regional teams.

• Research and respond to questions regarding department and regional operations.

• Handle sensitive and confidential information with discretion.

Office & Regional Support

• Plan and coordinate office-wide meetings, events, and activities, including visits from corporate and regional teams.

• Support presentations and logistics for monthly all-staff meetings.

• Assist with resolving office-related issues and coordinate appropriate follow-up.

• Provide backup front desk and reception support as needed.

• Manage department office supplies, inventory, and purchasing.

• Coordinate incoming and outgoing mail and package distribution.

Event Planning

• Lead the planning and execution of the annual internal Safety Summit.

• Coordinate planning committees, presentations, catering, event materials, promotional items, social activities, and attendee logistics.

• Assist attendees with travel coordination as needed.

• Plan department social events, team-building activities, and project team gatherings.

Employee Engagement & Onboarding

• Coordinate department birthday and service anniversary recognition.

• Support onboarding activities for new hires and interns, including workstation preparation and scheduling.

• Serve as a resource for new employees during the onboarding process.

• Coordinate employee engagement initiatives and office activities.

• Serve as a liaison between department employees and building service providers to communicate feedback and help resolve concerns.

• Take photos during office events and of new hires for internal communications and resources.

Required Qualifications

• High School Diploma or GED.

• Advanced proficiency with Microsoft Word, Excel, PowerPoint, and Access.

• Strong organizational, prioritization, and time-management skills.

• Excellent attention to detail and ability to manage multiple priorities simultaneously.

• Strong written and verbal communication skills.

• Ability to work independently while demonstrating accuracy, reliability, initiative, and problem-solving skills.

• Professional communication skills with employees at all organizational levels as well as clients, vendors, business partners, and other external contacts.

• Ability to exercise discretion when handling confidential or sensitive information.

Preferred Qualifications

• 1+ year of applicable administrative, office, or clerical experience.

• Previous experience in an administrative assistant, coordinator, or office management role.

• Experience planning and executing large internal meetings, conferences, or employee events.

• Experience supporting multiple leaders, departments, or regional teams.

• Familiarity with internal communications platforms and content management tools.

• Experience using AI productivity tools is a plus.