Executive Assistant

Posted today

ftsWashington (DC)

Executive Secretaries and Executive Administrative Assistants Corporate, Subsidiary, and Regional Managing Offices

SENIORITY

Senior

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About the role

The Executive Administrative Assistant is the COO's right hand, keeping their schedule, communications and priorities running so they can focus on leading the organization's operations. This person anticipates needs, manages competing demands with sound judgment, and handles confidential information with complete discretion.

Responsibilities:

Executive support
Manage the COO's complex calendar, prioritizing meetings and resolving conflicts across internal and external stakeholders
Screen and triage email, calls and requests; draft correspondence on the COO's behalf
Prepare briefing materials, agendas and presentations ahead of meetings
Coordinate domestic travel and process expense reports and reimbursements
Operations and leadership team support
Schedule and staff senior leadership team meetings: agendas, minutes, and follow-up on action items
Track deadlines and deliverables across operations departments (finance, HR, IT, facilities) and keep the COO informed
Assist with budget tracking, vendor contracts, invoices and purchase approvals
Support special projects such as policy updates, process improvements and organization-wide initiatives
Board and events
Help prepare materials for Board and committee meetings, including the operations portions of board books
Coordinate logistics for staff retreats, all-hands meetings and organizational events
Office and relationship management
Serve as a professional point of contact for staff, Board members, funders, partners and vendors
Maintain organized, confidential files and records
Support onboarding logistics for new staff as needed

Qualifications:

7+ years of administrative experience, including at least 3 years supporting a C-suite or senior executive
Expert calendar management and the ability to juggle shifting priorities calmlyExcellent written and verbal communication skillsProven discretion with confidential informationAdvanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams)
Strong organization, attention to detail, and follow-through

Required Skills: Expert calendar management and the ability to juggle shifting priorities calmlyExcellent written and verbal communication skillsProven discretion with confidential informationAdvanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) Strong organization, attention to detail, and follow-through

Preferred Skills:

Bachelor's degree
Nonprofit or association experience
Experience supporting Board and committee meetings
Familiarity with expense and project tools such as Concur, Asana or Smartsheet

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A number in mind

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Your notice period

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Once you apply, someone reads it and calls you before anything reaches the employer — usually within two working days.