Executive Assistant to the COO

Job Description

Job Description

Job Title: Executive Assistant to the COO

Salary: $68,000 - $75,000

Department: Chief Operating Officer

Location: Maxwell AFB AL

Reports To: Chief Operating Officer

Position Type: Full Time

Typical Hours: 40 Hours / Week

Required Travel: Yes, <=10%

Contractor: No

FLSA Status: Exempt
Remote Work Eligible: No / Hybrid may be allowed. In-office work required

Closing Date: 20 August 2026

Join a mission-driven organization that supports Civil Air Patrol’s nationwide operations! We’re seeking a Executive Assistant to the COO who provides high-level administrative, communications, coordination, and project support to the Chief Operating Officer. The position supports effective office operations, executive correspondence, meeting and travel coordination, stakeholder communication, records management, and follow-up on priority actions. The role requires sound judgment, discretion, strong writing skills, professionalism, and the ability to manage competing priorities in a fast-paced environment.

Salary Range: $68,000 - $75,000 (annually), based on experience and qualifications.

What You’ll Do

• Manages the COO’s calendar, appointments, meetings, priorities, and time-sensitive commitments.

• Provides administrative support to the National Commander as requested.

• Prepares, edits, reviews, and routes executive correspondence, reports, presentations, briefings, talking points, and other materials for the COO’s review, signature, or use.

• Manages incoming communications and serves as a liaison between the COO and staff, senior leaders, Board of Governors members, CAP-USAF, and other internal and external stakeholders. Identifies and elevates urgent or sensitive matters as appropriate.

• Coordinates meetings hosted or supported by the COO, including scheduling, agenda and material preparation, participant communication, meeting notes, technology and room support, and follow-up action tracking.

• Provides administrative and logistical support for Board of Governors meetings, Command Council, CAP Senior Advisory Group, distinguished visitors, and other senior-level meetings and events.

• Coordinates executive and senior-leader travel, including reservations, travel authorizations, military support authorizations, vouchers, lodging, and related scheduling and reimbursement requirements.

• Maintains executive office records and resources, including electronic and paper files, continuity materials, read files, contact lists, calendars, and the Board of Governors Resource Book.

• Responds to routine inquiries, prepares correspondence based on general direction, screens and routes calls and visitors, and provides information or referrals as appropriate.

• Coordinates protocol and visitor support with CAP-USAF, Maxwell Air Force Base, Air University, and other organizations as required.

• Coordinates assigned financial and administrative activities for the COO’s office, including purchase requests, lease administration, bill payment, credit card administration, and expense reimbursement support.

• Conducts research and develops materials or proposals for internal and external audiences as assigned.

• Maintains regular attendance, manages competing priorities and frequent interruptions, works irregular hours when necessary, and travels periodically in support of assigned duties.

• Performs other duties as assigned.

What We’re Looking For

• Demonstrated experience providing administrative, executive, communications, or project support in a professional environment.
• Must be able to manage competing priorities, coordinate calendars, meetings, and travel, prepare accurate written materials, meet deadlines, and exercise sound judgment and discretion when handling confidential or sensitive matters.
• Strong proficiency with Microsoft 365 is required. Must be able to compose and edit clear, professional correspondence using proper grammar, punctuation, formatting, and attention to detail.
• Strong organizational and interpersonal skills, including poise, tact, diplomacy, professionalism, and the ability to work effectively with senior leaders and diverse internal and external stakeholders, are required.
• Knowledge of administrative procedures, records management, and office filing practices is preferred.
• Project coordination or project management experience and familiarity with standard Air Force correspondence guidelines are preferred.
• A bachelor’s degree or an equivalent combination of education and relevant experience is preferred.

The successful completion of a comprehensive background check is mandatory for this role. This is a critical component of our child protection policy and our commitment to providing a safe environment for minors.

CERTIFICATES, LICENSES, REGISTRATIONS: Must possess a valid State driver’s license and maintain a driving record acceptable to CAP’s liability insurance providers. Must be able to obtain and maintain security credentials required for access to the workplace.

PHYSICAL AND ENVIRONMENTAL DEMANDS: Work is usually performed in a well-lit and temperate office environment. Physical demands include constant close-vision work and ability to adjust focus; frequent sitting, using hands and fingers to handle objects and operate office equipment and controls, reaching with hands and arms, and lifting up to 15 pounds; occasional walking, and lifting or moving up to 30 pounds or more.

Why You’ll Love It Here

• Impact a national organization dedicated to serving our communities, saving lives, and shaping futures.
• Enjoy flexibility with hybrid/remote work eligibility.
• Work in a collaborative environment with opportunities for professional growth.

Benefits

• Comprehensive Health Coverage: Medical, dental, and vision plans.
• Flexible Spending Accounts: Health and dependent care.
• Retirement Savings: 401(k) with employer match.
• Paid Time Off: Generous vacation, sick and personal leave, and holidays.
• Professional Development: Training programs and certification support.
• Life Insurance: Employer-paid coverage.
• Supplemental Insurance: Disability, critical illness, accident, and hospital indemnity.

Discover Montgomery, Alabama

Montgomery isn’t just the capital of Alabama—it’s a city rich in history and full of modern charm. Here’s why you’ll love living and working here:

• Affordable Living : Cost of living is about 12–14% lower than the national average, with housing costs nearly 25% lower than average.
• Historic & Cultural Significance: Walk in the footsteps of Rosa Parks and Dr. Martin Luther King Jr. at civil rights landmarks, museums, and memorials.
• Thriving Downtown: A revitalized riverfront district with trendy restaurants, coffee shops, and arts venues like the Alabama Shakespeare Festival and Montgomery Museum of Fine Arts.
• Outdoor Recreation: Enjoy scenic views along the Alabama River, Riverfront Park, and nearby hiking trails.
• Education & Community: Home to top colleges like Auburn University at Montgomery and Alabama State University, plus a strong sense of Southern hospitality.
• Central Location: Easy access to Birmingham, Atlanta, and Gulf Coast beaches for weekend getaways.

Montgomery blends Southern charm, cultural depth, and affordability , making it an ideal place to build your career and enjoy life.

Why Work for Civil Air Patrol

At Civil Air Patrol (CAP), you are joining a mission-driven national organization working to save lives, strengthen communities, and shape the next generation of leaders. As the official civilian auxiliary of the U.S. Air Force, CAP blends the purpose of public service with the innovation and agility of a modern nonprofit. Every role contributes directly to meaningful service in America’s communities.

Our people advance youth development, aerospace education, and provide trusted emergency response mission support for military, civil, and government agencies. Working at CAP means collaborating with passionate professionals and skilled volunteers across all 50 states, U.S. territories, and more than 1,400 communities.

We offer an environment where your work makes a visible impact. Employees support first responders after natural disasters, contribute to Air Force-assigned missions, and empower thousands of cadets nationwide. You will be part of a team committed to service, innovation, and continuous learning, with opportunities to grow your career while supporting critical community and national needs.

If you want a career with purpose, teamwork, and the chance to make a difference every day, Civil

Air Patrol is where your work truly matters.

To apply , submit a detailed resume. This position does not offer a relocation package. In this position, Civil Air Patrol offers a 401(k) retirement plan, health/dental insurance, paid life insurance, sick/vacation leave, paid holidays, optional short/long term disability, vision, critical insurance, accident insurance, and flexible spending accounts. Salary range: $68,000 - $75,000. Closing date: August 20, 2026. No phone calls, please. EOE