Executive Assistant & Office Manager Job Description

Dark Horse Consulting Group, Inc.

Location: LODO/ Financial District Denver, Colorado

Position Description:

Dark Horse Consulting Group (DHCG) is the longstanding global leader in strategic and operational consulting in the field of Cell & Gene Therapy. The Executive Assistant (EA) will report to the Director of Administration and play a critical role in ensuring the efficiency of day-to-day executive operations, acting as a trusted partner who manages schedules, communication, and organizational priorities. They will be responsible for the management and maintenance of DHC’s Denver, Colorado office while also for providing administrative and operational support to the CEO, Department Heads and DHC Consulting & Enabling Functions teams globally. This person will organize and coordinate office administration and procedures to ensure organizational effectiveness, efficiency, and safety. This role requires discretion, strong judgment, and the ability to manage multiple competing demands in a fast-paced environment. Position requires physical presence in the office the majority of weekdays during business hours.

Responsibilities:

Administrative Operations of the Office of the CEO

• Collaborate effectively with the CEO and diverse personalities while maintaining professionalism and adaptability
• Manage complex calendars, schedule meetings, travel and events across multiple time zones
• Coordinate complex international travel for the CEO, orchestrating travel logistics with precision, prioritizing adaptability and meeting the dynamic needs of executive leadership
• Serve as the primary gatekeeper—screen, prioritize and respond to emails, calls, and correspondence on behalf of the CEO while balancing professionalism and assertiveness to manage access to the CEO
• Exhibit poise and professionalism in interactions with C-Suite executives, demonstrating confidence and professionalism in private conversations, public engagements, and client-facing scenarios
• Manage overall office operations, ensuring processes and procedures are organized, correspondence is controlled, filing systems are maintained, and supplies are stocked
• Act as the primary point of contact for building management, maintenance, mailing, shipping, supply orders, and general office needs
• Track and manage office supplies and IT inventory to avoid interruptions

Additional Corporate and Operational Support

• Support Department Heads, Consulting staff and Enabling Functions teams by managing calendars, scheduling appointments, and coordinating complex travel plans across multiple time zones
• Partner with the Business Development team to arrange logistics for conferences, including, but not limited to, booking travel and lodging, ordering swag and materials, completing registrations, and organizing meals
• Act as a backup for administrative staff during absences
• Work closely with the administrative team to support both day-to-day practice operations and larger-scale projects

IT Coordination

• Coordinate with IT vendors to maintain office equipment and address IT needs as necessary
• Ensure the security, integrity, and confidentiality of data within the office environment

Event Management

• Project manage or assist in planning events such as happy hours, corporate dinners, holiday parties, and team retreats
• Manage in-person meetings: greet guests, ensure meeting spaces are clean and prepared, order food, and handle other related tasks

Requirements

• Must be available in the office at least three days per week during business hours. If the CEO is on-site more than three days, the role requires full on-site availability to align with the CEO's schedule
• Demonstrated ability to effectively communicate and complete all duties accurately and efficiently
• Comfortable in a fast-paced, dynamic environment that may require effective navigation of ambiguous situations by assessing circumstances and determining the best course of action without explicit instruction
• Demonstrated punctuality and consistent reliability
• Proven ability to handle sensitive and highly confidential information with the utmost discretion and integrity
• Excellent prioritization and time management skills, including the ability to handle multiple tasks and manage numerous projects simultaneously
• Highly organized, with a professional demeanor well-suited for problem-solving in a corporate environment
• Demonstrated financial stewardship and ability to operate within budgets
• Exceptional written and verbal communication skills with the ability to represent Dark Horse Consulting in a professional, friendly, and globally diverse environment
• Positive attitude and flexibility, with a willingness to take on additional tasks or responsibilities as needed
• Ability to manage complex international travel logistics, including itinerary planning, addressing contingencies, and ensuring seamless execution across multiple time zones
• Maintain a polished and professional appearance

Education and Experience

• Bachelor’s degree or equivalent required
• 5+ years of experience supporting executives, ideally in a professional services or fast-paced environment
• Background in financial or professional services preferred
• Exceptional organizational and time management skills with strong attention to detail
• Fluency with Microsoft Office suite and Apple devices essential
• Strong written and verbal communication skills
• Ability to anticipate needs, think critically, and offer solutions proactively
• Demonstrated ability to maintain discretion and handle confidential information

Compensation and Benefits

• Base Salary Range: $100,000 – $150,000
• Comprehensive benefits package
• 401k with company match program
• Paid Time off and company holidays
• Professional development opportunities