What are the responsibilities and job description for the Executive Assistant to the Chief Operating Of position at National Fish and Wildlife Foundation?
Summary
Working out of the Washington, DC office, the Executive Assistant to the Chief Operating Officer (COO) provides high-level administrative, operational, and project support to the COO and serves as a trusted partner in advancing organizational effectiveness. This position manages a broad range of responsibilities requiring exceptional judgment, discretion, initiative, and attention to detail.
The Executive Assistant ensures the COO's priorities, projects, and commitments are effectively coordinated and executed. The position requires the ability to manage competing priorities, handle confidential information, and work independently in a fast-paced environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Provide administrative support to the COO, Chief Public Affairs Officer (CPAO) and Chief Administrative Officer (CAO).
- Manage the COO's complex calendar, including scheduling meetings, appointments, and events.
- Coordinate travel arrangements, including itineraries, lodging, transportation, and related logistics for the COO.
- Screen, prioritize, and respond to communications on behalf of the COO as appropriate.
- Prepare and process expense reports, reimbursements, and other administrative documentation for the COO, CPAO and CAO.
- Coordinate electronic signature requests and document approvals.
- Ensure the COO is fully prepared for meetings through the development and coordination of briefing materials, agendas, and background information.
Operations and Project Coordination
- Support the COO in tracking strategic initiatives, operational priorities, and organizational deliverables.
- Monitor project timelines and follow up with staff to ensure timely completion of assignments.
Meetings and Governance Support
- Prepare meeting agendas, presentations, and supporting materials.
- Attend meetings as requested, record key discussions, and develop action item summaries.
- Track follow-up actions and ensure accountability for assigned tasks.
- Support preparation of Board and Committee materials, reports, presentations, and related documentation as assigned.
Communications and Relationship Management
- Serve as a liaison between the COO and internal staff, consultants, vendors, and external partners.
- Represent the office of the COO with professionalism, confidentiality, and excellent customer service.
Administrative and Operational Support
- Manage records, files, and document retention in accordance with organizational policies.
- Assist with special projects and other duties as assigned to support organizational objectives.
SECONDARY DUTIES AND RESPONSIBILITIES
- Provide backup administrative coverage for other executive support staff as needed.
- Assist with organization-wide meetings, conferences, training events, and staff activities as requested.
- Support departmental planning, budgeting, and reporting activities.
- Participate in continuous improvement efforts and other initiatives that advance organizational effectiveness.
MINIMUM QUALIFICATIONS (EDUCATION, EXPERIENCE, SKILLS)
Education- Bachelor's degree preferred or equivalent experience.
- Equivalent combination of education and relevant experience may be considered.
Experience
- Five to seven years of progressively responsible executive support experience, preferably supporting C-suite executives.
- Experience managing complex calendars, travel arrangements, and executive-level communications.
- Experience coordinating projects and working across multiple departments.
Skills and Competencies
- Exceptional organizational and project management skills.
- Strong written and verbal communication abilities.
- Advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
- Ability to exercise sound judgment and maintain strict confidentiality.
- Strong analytical and problem-solving skills.
- Ability to prioritize work, manage multiple deadlines, and adapt to changing priorities.
- Demonstrated professionalism and interpersonal effectiveness with individuals at all organizational levels.
- High degree of initiative, accountability, and attention to detail.
Salary : $88,000 - $880,000