Executive Assistant To The COO

Executive Assistant to the COO

The Executive Assistant to the COO plays a crucial role in managing calendars, scheduling meetings, making travel arrangements, and handling expense reports. The role involves anticipating scheduling needs, analyzing and resolving meeting priorities and conflicts for multiple events. The assistant prepares communications materials and correspondence, and gathers agendas and speaking notes for the COO's speaking events. The position requires developing and fostering relationships to arrange high-level advocacy meetings with government and affiliated organizations.

Responsibilities

• Manage calendars, schedules, meetings, travel arrangements, and expense reports.
• Prepare and track communications materials and correspondence for various stakeholders.
• Develop and foster relationships to arrange high-level advocacy meetings with government and affiliated organizations.
• Manage projects and assignments with colleagues and senior leadership team members.
• Document procedures, organize electronic and hard copy files, and keep clear notes for business continuity.
• Compile background materials and develop presentation drafts for COO speaking presentations.
• Coordinate the COO's preparation for board and committee meetings, affiliated boards, and outside boards.
• Maintain accurate and current records in databases and systems, including Diligent, Board Effect, and the business continuity system.
• Manage affiliate budgets for membership dues and contributions.
• Support the coordination of large-scale staff meetings and facilitate catering or other logistical needs.
• Ensure proper security and disposal of confidential information in accordance with Personnel & Administrative Policy and HIPAA Privacy and Security Policies & Procedures Manuals.

Essential Skills

• 8 years of Executive Assistant experience.
• Experience working with senior leaders.
• Knowledge of Administration, Capitol Hill, and industry leaders and protocols.
• Bachelor's Degree.

Additional Skills & Qualifications

• Experience working with a Board of Directors preferred.
• Proficiency in Microsoft Outlook suite of products.
• Experience in managing travel logistics.
• Familiarity with WorkDay is a plus.

Work Environment

The work environment is full-time, in-office, with standard hours from 7:30 AM to 5:00 PM. The role offers flexibility within these hours.

Job Type & Location

This is a Permanent position based out of Arlington, VA.

Pay and Benefits

The pay range for this position is $115000.00 - $139000.00/yr. DP employee- full benefits from the beginning

Workplace Type

This is a fully onsite position in Arlington,VA.

Application Deadline

This position is anticipated to close on May 26, 2026.