Job Description

Job Details
Vail Administration Building - Vail, CO
Full Time
$21.23 - $29.74 Hourly

Are you someone who has a broad administrative skillset and is looking to make a difference in our mountain community? We are looking for an Office Administrator to join our administration team. The ideal candidate for this role is an enthusiastic administrator, highly focused on accuracy and fine details, and values organization above everything, except for being kind to those around them.

This is an excellent opportunity for a professional who is looking to use their organizational skills to provide executive level support to the General Manager, Administration Manager, and the management team including supporting the General Manager with communications, scheduling, meeting coordination, and other administrative tasks. This role will coordinate office activities and office operations including managing mail, purchasing, travel, memberships, and other administrative items to ensure a highly efficient environment.

Why work for us? The work you will do as an Office Administrator will allow you to utilize your professional skills to provide a vital service to our mountain community. This role will also support sustainability efforts within the organization and will have a strong focus on efficiency. Not to mention our excellent health benefits, housing program, and ample opportunities for training and development.

The Day to Day:

  • Executive level support: Support General Manager and Administration Manager with scheduling, communications, administrative tasks, including distribution of correspondence, filing, records research, data gathering and analysis, and coordination, agenda compilation and set-up of meetings. Support district leadership team as needed. Assist managers with purchasing card and expense charge reconciliation. Arrange for travel and training for management team.
  • Office coordination: Manage incoming and outgoing mail, including postage machine, UPS and FedEx shipping, etc. and notification to employees when packages arrive. Manage purchasing for office supplies at all facilities; assist with ergonomics and related purchasing in coordination with the Safety Officer. Utilize and update the sustainable purchasing guide when making office purchases in coordination with the Sustainability Coordinator. Manage district-wide memberships;
  • Recordkeeping: Attend weekly managers’ meetings; take minutes, compile and distribute action items and employee updates. Utilize SharePoint for records management as needed. Proficiently utilize Microsoft Office suite to assist with compiling reports, memos, etc. Assist General Manager, Administration Manager, and other managers as needed with notetaking and recordkeeping in meetings as requested; tracks action items, provides follow-up, and correspondence.
  • Basic IT Support: Provide IT assistance in conference rooms, and for in-person and virtual meetings.
  • Communications: Assist with the preparation of presentations including data gathering and creation of Power Point presentations. Ability to create templates and format documents to meet employee needs and align with brand standards
  • Collaborative administration work: Takes on special projects as assigned, which may include research, interdepartmental task forces or committees, coordination of various contractors, interaction with community and Board members. Cross trains and provides backup to District Administrator.

Big Picture:

  • Assists in supporting the administration and senior leadership team to meet the strategic goals of the organization.
  • Is a key player in all district related administrative functions.
  • Partner with administration team to support district mission, vision, and values.
Competencies and Qualifications
  • EXPERIENCE AND EDUCATION: Bachelor’s Degree from a four-year college or university and 2 or more years experience and/or training, or equivalent combination of education and experience. Knowledge of local area and community preferred. Veteran status welcomed.
  • ORGANIZATIONAL SKILLS: Envisions ways to make us more efficient, more productive and more sustainable through strong organizational skills. The ideal candidate has experience organizing others’ schedules, travel, purchasing, and other tasks or has previously worked as an Office Manager, Purchasing Coordinator, or Executive Assistant. An eye for process and efficiency improvement is helpful and this role will have ample opportunity to develop those skills.
  • CUSTOMER SERVICE AND POSITIVITY: Enthusiastic and willing to help others. Committed to resolving issues and following up. Positive attitude to complete important but occasionally repetitive or semi-skilled tasks. The ideal candidate sees the big picture in how their work plays into the organization as whole.
  • RELATIONSHIP BUILDING: Must be a people person with a proven ability to establish and maintain highly effective relationships. This role will need to develop and maintain strong relationships with board members, executives, managers, elected and appointed officials of other public agencies, business leaders, community organization representatives, and the public. Must have the ability to enthusiastically interact with employees, board members, and managers at all levels within the organization as well as maintain a high level of confidentiality.
  • COMMUNICATION: Great communication skills, including the ability to correspond professionally through email. Demonstrated public speaking skills required, including the ability to effectively present information and respond to questions from the leadership team, employees, public groups, and/or boards of directors. Able to ask questions and gather information. Experience creating effective and attractive PowerPoint presentations following branding guidelines. Must be detail oriented and accurate.
  • TECHNOLOGY: This role needs to be tech savvy and proficient with the Microsoft Office Suite (Windows, Word, Excel, PowerPoint). Able to efficiently utilize office equipment. Prior experience learning and mastering software systems is necessary as this role may provide back up IT support in meetings.
  • JUDGMENT AND DECISION MAKING: Able to maintain confidentiality and appropriately communicate sensitive information with tact and discretion. Knows when to ask for help and seek resources for support in resolving issues. Ability to work independently, multitask and follow up with questions, complaints or suggestions.
  • LICENSES: Must possess or be able to obtain a valid Colorado Driver’s license and be insurable under District standards.

The pay range for this role is $21.23 - $29.74. Starting range depends on qualifications but generally falls within the minimum and midpoint of the pay range.

All District employees must submit to a pre-employment drug screen and extensive background check.

For a full job description, email

All applicants must apply in order to be considered. The last day to apply is 01/24/2021.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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