Executive Assistant

Executive Assistant Provide high-level C-suite support to the Chief Operating Officer (COO) while owning select operational responsibilities that keep leadership and programs running smoothly. This role combines executive calendar and travel management, confidential gatekeeping, non-technical project coordination, multi-budget tracking, and creation of polished executive presentations and written communications. Core responsibilities include: Executive support and scheduling Manage complex calendars, coordinate domestic and international travel, prepare itineraries, screen and prioritize requests, and serve as a protective gatekeeper for senior leaders. Project coordination Lead non-technical, cross-department initiatives from planning through closeout; maintain project trackers and status updates in a project management tool. Budget tracking and financial operations Monitor and report on multiple program budgets; review and process vendor invoices and reimbursement requests; prepare documentation for finance or audit inquiries. Presentations and design Produce executive slide decks and one-page reports in PowerPoint with a clear design eye; edit and polish slides and written materials for leadership. Writing and editing Draft, proofread, and refine executive communications, briefings, and talking points with strong attention to tone and accuracy. Stakeholder engagement Coordinate meetings and follow-ups with internal partners (HR, IT, Communications, Facilities, Finance) and external vendors; escalate issues appropriately. Confidentiality and protective support Handle sensitive information discreetly and act as a trusted, protective liaison for confidential programs and executive matters. Other duties Support recurring and one-time operational programs and perform additional tasks to ensure continuity and audit readiness. Required education and experience: Associate degree plus six (6) years relevant experience in project coordination/management, administrative/executive support, public administration, or a related field. Bachelors degree preferred. Skills, tools, and attributes: Must have: 7-10 years admin. experience; advanced calendar and travel management; exceptional writing and editing; proven discretion and a protective mindset; strong prioritization and stakeholder management. Project and financial skills: Non-technical project coordination, KPI tracking, basic budget reconciliation, and invoice/reimbursement processing. Presentation and design: Advanced PowerPoint skills and a basic design eye for clear, professional slide decks and one-page reports. Tools: Proficiency with Microsoft Office (Excel, PowerPoint, Word); experience with project management platforms (Monday.com, Asana, Smartsheet, or equivalent); familiarity with DocuSign or e-signature tools. Personal attributes: Detail-oriented, proactive, calm under pressure, and comfortable working in a hybrid office environment. Work model and physical demands: Full-time with typical hours MondayFriday; occasional evenings, weekends, and holidays may be required. Office setting using standard equipment; predominantly sedentary with occasional lifting up to 20 pounds.

Created: 2026-03-04