About the company:
Our client, LTW Intralogistics, is a growing U.S. operation that is part of a successful global organization headquartered in Austria. LTW Intralogistics is an international provider of automated intralogistics and material handling solutions, delivering innovative systems that optimize the storage, movement, and flow of goods for customers around the world.
As they continue to expand their presence in North America, they are seeking an organized, proactive, and adaptable Office Administrator / Executive Assistant / Finance Support professional to join their Denver office.
This is a unique opportunity to become part of a business at an exciting stage of growth. The successful candidate will play a central role in supporting the day-to-day operations of a newly established office while working closely with colleagues across Europe and North America.
As one of the first administrative hires in the U.S. business, this individual will have the opportunity to help build processes, contribute to the company's growth, and develop alongside the organization. While the position is initially focused on office administration, executive support, and operational coordination, there will be opportunities to become more involved in finance-related activities and potentially grow into a broader finance role within the organization.
For more information about LTW, please visit:
Position Summary:
The Office Administrator / Executive Assistant / Finance Support professional will be responsible for ensuring the smooth and efficient operation of the Denver office. This individual will serve as a central point of coordination for office activities, administrative processes, executive support, and general business operations.
The ideal candidate is highly organized, professional, resourceful, and comfortable working independently in a small-office environment while interacting regularly with international colleagues and leadership teams.
Key Responsibilities:
Office Administration & Operations
- Manage the day-to-day operations of the Denver office, ensuring a professional, organized, and welcoming work environment.
- Act as the primary point of contact for office-related matters and administrative support.
- Order and maintain office supplies, equipment, and facilities-related services.
- Coordinate office vendors, service providers, and building management contacts.
- Manage incoming calls, mail, deliveries, and general correspondence.
- Maintain organized filing systems, records, and administrative documentation.
- Coordinate employee onboarding activities, workspace setup, and office logistics.
- Support company meetings, team events, customer visits, and internal workshops.
- Arrange domestic and international travel, accommodations, and itineraries.
- Assist in developing and implementing office procedures and administrative best practices.
- Support health, safety, and compliance-related administrative requirements.
- Ensure efficient office operations and help establish scalable administrative processes as the organization grows.
Executive Assistant Support to the CEO
- Provide direct administrative support to the CEO and local leadership team.
- Manage the CEO's calendar, appointments, and scheduling priorities.
- Coordinate domestic and international meetings, conference calls, and business travel arrangements.
- Prepare meeting agendas, reports, presentations, and supporting documentation.
- Take meeting notes and track action items when required.
- Manage confidential information with the highest level of professionalism and discretion.
- Assist in prioritizing business activities and managing administrative follow-up.
- Serve as a liaison between the CEO and internal and external stakeholders.
- Support communications with customers, suppliers, partners, and international colleagues.
- Assist with special projects, strategic initiatives, and ad hoc business activities as required.
Business & Team Support
- Prepare reports, presentations, business correspondence, and meeting materials.
- Support project teams with administrative coordination and documentation.
- Assist with customer and vendor communications.
- Coordinate activities between the U.S. office and international teams.
- Support process improvement initiatives and operational projects.
- Help establish scalable administrative processes to support future growth.
- Provide general business support wherever needed within a growing organization.
Finance Support
- Assist with invoice processing and financial document administration.
- Maintain organized financial records and supporting files.
- Coordinate administrative information with external accounting and payroll providers.
- Assist with employee expense reporting and reconciliation.
- Support vendor onboarding and purchasing administration.
- Assist with basic financial reporting and record keeping.
- Support month-end administrative activities and documentation requests.
- Provide assistance during audits and reporting periods as required.
- Gain exposure to broader accounting and finance processes as the business expands.
- Take on additional finance-related responsibilities over time based on business growth and individual development.
Qualifications
- Previous experience in office administration, office management, executive assistant, business support, or a related role.
- Strong organizational and multitasking abilities with exceptional attention to detail.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
- Ability to work independently and take ownership in a small-office environment.
- Professional demeanor with strong discretion and confidentiality.
- Comfortable working with international teams across different time zones.
- Experience supporting senior leadership or executives is highly desirable.
- Exposure to finance, bookkeeping, invoice administration, payroll support, or accounting processes is beneficial but not required.
- Positive, proactive, and service-oriented mindset.
What Our Client Offers
- Competitive Salary and Benefits
- Opportunity to join a successful global organization during an exciting growth phase.
- A visible and impactful role within a newly established U.S. office.
- Daily interaction with international colleagues and exposure to global business operations.
- Broad responsibilities and the opportunity to help build a growing organization.
- A collaborative, entrepreneurial, and supportive work environment.
- Significant opportunities for professional development and career growth.
- The opportunity to help shape office processes and contribute directly to business success.
- Potential to expand into a broader finance-focused role as the organization continues to grow.
- Long-term career opportunities within an international organization.