Executive Assistant to the COO

Job Summary

The Executive Assistant to the Chief Operating Officer (COO) provides high-level administrative, operational, and coordination support across multiple key functional areas, including Information Technology, Member Service & Operations, Underwriting, Fraternal Programs, Marketing, and Document Services. This role ensures seamless workflow, timely communication, and effective follow-through on priorities that support the COO’s strategic initiatives and organizational objectives.

The Executive Assistant serves as a central point of contact, manages complex schedules, and assists with project coordination, departmental planning, reporting, and cross-functional communication. The ideal candidate is proactive, highly organized, detail-oriented, and able to work with discretion in a fast-paced, mission-driven life insurance and fraternal environment.

DUTIES and RESPONSIBILITIES:Executive & Departmental Support

• Manage and maintain the COO’s complex calendar, including crossdepartmental meetings and multifunctional project coordination.
• Ensure timely preparation of briefings, talking points, reports, and materials for meetings covering IT, Service, Underwriting, Fraternal, Marketing, and Document Service functions.
• Prioritize and triage incoming requests, emails, and communications to ensure the COO’s attention is directed toward highimpact matters.
• Coordinate travel arrangements, logistics, itineraries, and expense reporting in alignment with organizational policies.
  
  

Operational & Departmental Coordination

• Coordinate with leaders from IT, Service/Contact Center, Underwriting, Fraternal programs, Marketing, and Document Services to support departmental planning and workflow.
• Track and follow up on departmental goals, initiatives, timelines, and deliverables to ensure alignment with COO priorities.
• Support crossdepartment collaboration by helping gather status updates, preparing consolidated reports, and coordinating information flow.
• Assist in organizing department leadership meetings, preparing agendas, tracking action items, and monitoring progress.
• Support the COO in monitoring operational analytics, performance metrics, and project milestones.
  
  

Communication & Stakeholder Support

• Serve as a liaison between the COO and internal teams, ensuring clear and timely communication.
• Work closely with IT, Underwriting, Service, Marketing, Fraternal, and Document Services leaders to support initiatives, resolve administrative needs, and streamline processes.
• Assist with internal communication efforts, ensuring messages from the COO are consistent, clear, and aligned with organizational goals.
• Respond to inquiries and requests on behalf of the COO, escalating priority issues as needed.
  
  

Project & Process Support

• Provide administrative assistance in planning, executing, and monitoring operational projects, including technology upgrades, service improvements, fraternal initiatives, and underwriting workflows.
• Maintain and update shared dashboards, project trackers, and status reports.
• Gather and organize data needed for presentations, compliance reviews, or operational assessments.
• Assist with crossfunctional initiatives that require coordination between multiple departments.
  
  

Event & Meeting Management

• Coordinate operational meetings, department allhands, planning sessions, and crossfunctional workshops.
• Manage logistics for onsite meetings, vendor visits, and collaborative sessions with IT, Underwriting, Service, Marketing, and Fraternal teams.
• Support event preparation for fraternal activities, member engagement initiatives, and internal operational events.
  
  

Administrative & Office Support

• Manage confidential information with the highest level of professionalism and discretion.
• Maintain clear organization of documents, policies, and records related to IT, Service, Underwriting, Marketing, and Fraternal initiatives.
• Assist with procurement requests, vendor coordination, and contract organization for departments under the COO.
• Review, prepare, and route documents for signature, ensuring accuracy and completeness.
• Support document flow and imaging needs in partnership with Document Services.
  
  

Properly adheres to company risk management principles:

• Adhering to and supporting GBU’s Enterprise Risk Management Framework.
• Understanding and complying with applicable laws, regulations, policies and procedures; completing all required training; executing and monitoring controls effectively (as applicable); appropriately identifying, assessing, escalating and remediating risks, potential issues and control failures (as applicable); and reporting compliance or regulatory concerns to management.
• Understanding and conducting oneself in accordance with the Employee Handbook and preserving GBU’s brand and reputation.
• Performs other related duties as assigned by management.
  
  

QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Communications, or related field preferred,
• Minimum of 5 years of experience as an executive assistant or similar role supporting senior executives.
• Experience supporting multidepartment operational functions is highly preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and timemanagement skills.
• Excellent written and verbal communication abilities.
• High level of professionalism and discretion.
• Problemsolving skills and attention to detail.
• Ability to work independently and handle multiple tasks simultaneously.
• Strong interpersonal skills and ability to interact with all levels of the organization.
• Ability to work on complex projects with general direction and minimal guidance.
• Creative, flexible, and innovative team player.
• Strong organizational, problemsolving, and analytical skills; able to manage priorities and workflows.
  
  

OUR BENEFITS:

• Medical, Dental Vision
• Company paid HRA
• 401(k) match
• Pension Plan
• LongTerm Disability
• Paid FLMA
• Life Insurance & AD&D
• PTO and VTO (Volunteer Time Off)
  
  

ABOUT US:

GBU Financial Life (GBU) is a member-owned, not-for-profit fraternal benefit society founded in Pittsburgh in 1892. Formed to provide financial security and benefits to its members, GBU is non-denominational and has grown to be a profitable life and annuity insurer with over $4 billion in assets. As Pennsylvania’s largest fraternal, and the nation’s fifth, GBU serves more than 60,000 members across the country with a 49-state sales and marketing footprint which will continue to grow until we are a nationwide provider. GBU partners with a network of 2,000 agents to market and distribute a variety of life insurance and retirement products, including term life, permanent life, and fixed annuities.

GBU stays true to its fraternal roots, commitment, and mission by serving as an active supporter and contributor to well-known charities such as American Cancer Society, American Red Cross, and military-focused initiatives, among others. We are also heavily involved in sponsoring various programs such as scholarships, grants, and other fraternal programs for our members. Giving back to the community and integrating the membership into service-oriented activities is an important part of GBU’s fabric and culture.

GBU’s office and main operations are based in Pittsburgh, Pennsylvania. We employ a staff of around 125 loyal, tenured employees. GBU is financially strong and earned an “A-” A.M. Best rating due to our thoughtful investment and long-term financial growth approach. Controlled growth and long-term financial management and investing are core to the company’s success in achieving the strong financial position we have today.