Executive Assistant/Office Manager

About our Client

Our client is an emerging leader in the development of critical minerals essential for advanced technologies and is a publicly traded company with a dedicated team focused on innovation, sustainability, and long-term value creation. As they move toward construction and production phases, they are scaling up and seeking talented individuals ready to help build a cleaner, more secure supply chain for the materials the world needs most.

Our client is a small but fast-growing organization, offering the unique opportunity to work directly with experienced leadership and to make a tangible impact at a formative stage of our growth.

Position overview

We are seeking a highly organized, proactive Executive Assistant / Office Manager to support our executive team. Reporting to the Chief Operating Officer (COO), this person will also support the Chief Financial Officer (CFO), Chief Communications Officer (CCO), and Chief Strategy Officer (CSO). The role centers on travel planning and support and on expense management. It also includes event coordination, meeting support, and running the day-to-day operations of our primary office.

This position is ideal for someone who thrives in a fast-paced environment, can balance competing priorities across several executives, and is comfortable using digital tools and AI to work more efficiently.

Key responsibilities

Travel and expense management (primary focus)

• Plan and manage domestic and international travel for the executive team, including flights, lodging, ground transportation, and detailed itineraries.
• Provide real-time travel support and adjust plans as schedules change.
• Prepare, submit, and reconcile expense reports for the executives, ensuring receipts and coding follow company policy.
• Coordinate with Finance on corporate card activity and expense-related questions.

Meeting management

• Coordinate schedules and manage calendars across time zones.
• Prepare and distribute agendas and pre-read materials.
• Take notes, capture action items, and circulate follow-ups for meetings across Operations, Finance, Communications, and Strategy.

Event planning

• Assist with or lead planning and logistics for company events, including board meetings, investor events, and team and site gatherings, as needed.
• Manage venues, vendors, catering, materials, and on-site coordination.

Office management

• Serve as the first point of contact for the primary office phone line: answer inbound calls, route them appropriately, and take messages.
• Manage office supplies, vendors, mail, and shipping, and keep the office organized and welcoming for visitors.

General executive support

• Monitor shared inboxes and help prioritize responses.
• Assist with document preparation, editing, and proofreading.
• Handle confidential information with discretion.

Qualifications

• Minimum 5 years of experience supporting C-level executives in a fast-paced environment.
• Demonstrated experience managing complex travel and expense reporting.
• Experience coordinating events and managing meetings, including agendas and minutes.
• Highly proficient with Microsoft Office Suite and tools such as Zoom, Slack, Asana/Trello, DocuSign, and expenseor travel platforms.
• Strong written and verbal communication skills, including a professional phone presence.
• Exceptional attention to detail, follow-through, and discretion.
• Ability to prioritize across multiple executives.
• Willingness to use AI tools to improve workflow.

Preferred

• Experience in engineering, infrastructure, or large capital project environments.
• Prior experience working in a public or investor-facing company.

*Search coordinated by HWCC LLC · Apply to HWCC.Colorado@gmail.com · Equal opportunity employer*

Pay: $65,000.00 - $85,000.00 per year

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Work Location: Hybrid remote in Denver, CO 80112