Office Manager & Executive Assistant

Summary

Description

The mission of Big Brothers Big Sisters of Colorado (BBBSC) is to create and support mentoring relationships that ignite the power and promise of youth. Our vision is for all youth to reach their potential. This is accomplished through partnering with youth mentees, parents/guardians, volunteers, local communities, and caring philanthropists. We are accountable for each child in our program achieving: higher aspirations, greater confidence, and better relationships, increased sense of belonging and community/school engagement, which contributes to improved mental health, avoidance of risky behaviors, and educational success

Our values are: Belonging, Resilience, Accountability, Vision, and Empathy (BRAVE)

We are committed to ensuring that every employee has the resources, support, and opportunities they need to succeed, excel in their role, and make a lasting impact at BBBSC. Our organization is dedicated to fostering a safe and respectful environment where all individuals feel valued and empowered. We set clear expectations and provide the tools needed for every team member to contribute meaningfully to our shared mission. We strive to create a workplace where everyone feels a sense of value and is equipped to make a positive impact in the community.

Job Summary:

The Office Manager & Executive Assistant to the CEO is a highly skilled and experienced professional responsible for providing direct administrative and strategic support to the Chief Executive Officer and ensuring efficient day-to-day office operations for Big Brothers Big Sisters of Colorado (BBBSC). This role is essential in enabling executive productivity, supporting the Board of Directors, and ensuring a welcoming and functional office environment for all staff, visitors, and stakeholders.

Essential Duties and Responsibilities:

1. Executive Assistant to the CEO (40%)

• Serve as the primary point of contact for all matters related to the CEO, managing sensitive and confidential communication with discretion.
• Proactively manage the CEO’s calendar, including scheduling and prioritizing internal and external meetings and events.
• Oversee travel planning and logistics for the CEO and other staff, including flights, accommodations, conference registrations, and per Diem. Includes regular travel for the LAA Conference, BBBSA National Conference, and other engagements.
• Prepare and submit expense reports and reconcile CEO travel expenditures.
• Track and document CEO outreach, advocacy, fundraising, and recognition efforts.
• Provide strategic support for presentations, speaking engagements, and internal initiatives.
• Assist with preparation and coordination of materials for internal meetings, Board meetings, and CEO-led initiatives.
• Collaborate with the Marketing Team to ensure branded materials and presentations are available and impactful.
• Coordinate logistics and communication for CEO-led events and appearances

2. Board of Directors Administrative Management (10%)

• Serve as administrative liaison to the Board of Directors, ensuring seamless communication and logistics.
• Schedule and support Board and executive and board development committee meetings, including preparing agendas and meeting packets. This includes all communications and logistics for board meetings and scheduling and communications for these two committees.
• Manage board calendars, track attendance, and coordinate logistics for retreats, meetings, and recognition events.
• Facilitate the administrative functions of onboarding and offboarding Board members, including background checks, training, and document collection.
• Maintain detailed and organized Board records including rosters, charters, meeting minutes, accountability documents, and committee memberships.

3. Office Management & Operations (50%)

• Oversee general office operations, ensuring that systems, supplies, and space meet organizational needs.
• Manage procurement and inventory of office supplies, business cards, key cards, and other operational tools, including maintaining vendor relations, creating an asset tagging system and clear lines of communication with company reps and portal access, providing analysis of current contractual obligations and timelines; suggests or recommends options including maintaining current contract or changing vendor/contract.
• Serve as primary liaison for IT hardware, software and system administration: coordinate hardware procurement, maintenance, repairs, staff training, new employee setup and create, maintain and communicate IT Support processes and procedures, monitor contractual agreements and work with finance to negotiate contract renewals.
• Manage the procurement process, including vendor relationships and manage office service contracts in coordination with the VP of Finance & Operations.
• Monitor and respond to inquiries via general administrative email accounts and VOIP phone system.
• Maintain a welcoming, safe, and inclusive front office and common areas.
• Establish and maintain systems for office cleanliness, safety, organization, and compliance.
• Collaborate on and implement operational policies and process improvements to drive efficiency and effectiveness.
• Oversee the agency self-assessment process. 

Experience:

• Minimum of 5–7 years of progressive experience in executive support, office management, or operations—preferably in a nonprofit, education, or mission-driven organization.
• Experience supporting C-suite executives and working closely with the Boards of Directors is strongly preferred.
• Prior experience managing vendor relations and office technology systems is highly valued.

Skills & Competencies:

• Exceptional organizational, time management, and multitasking skills.
• High level of professionalism and discretion in handling confidential information.
• Strong written and verbal communication skills.
• Excellent interpersonal skills with the ability to interact effectively with internal and external stakeholders.
• Tech-savvy with proficiency in Microsoft Office Suite, Google Workspace, Zoom, ChatGPT, Canva or other presentation software and general office software/systems.
• Ability to work independently and take initiative while also collaborating cross-functionally.
• Strategic and critical thinker with a strong process and continuous improvement mindset. 

Benefits

We’re proud to offer a comprehensive and competitive benefits package designed to support the well-being and success of our team members. Our offerings include:

• 401(k) Retirement Plan with a generous employer match
• Employer-paid Medical, Dental, and Vision Insurance
• Employer-paid Short-Term Disability (STD), Long-Term Disability (LTD), and Life Insurance
• Hybrid Work Flexibility to support work-life balance
• Paid Time Off and holidays
• Professional Development Opportunities

We believe in taking care of our people so they can thrive both personally and professionally.

How to Apply

Please submit your resume and cover letter to hr@biglittlecolorado.org to be considered for this role. Applications without a cover letter will not be considered.