Executive Assistant to the Chief Operating Of

National Fish Wildlife Foundation • Washington, DC

5d • Onsite

About The Position

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. The role manages a broad range of responsibilities requiring exceptional judgment, discretion, initiative, and attention to detail, ensuring the COO’s priorities, projects, and commitments are effectively coordinated and executed. The position requires managing competing priorities, handling confidential information, and working independently in a fast-paced environment.

The Executive Assistant also provides administrative support to the Chief Public Affairs Officer (CPAO) and Chief Administrative Officer (CAO), coordinates governance and meeting materials, tracks strategic initiatives, and serves as a liaison with internal and external stakeholders. Other duties include maintaining records, assisting with special projects, providing backup executive support, and contributing to organizational meetings and planning activities.

Requirements

• Five to seven years of progressively responsible executive support experience.
• Experience managing complex calendars, travel arrangements, and executive-level communications.
• Experience coordinating projects and working across multiple departments.
• 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.
• Applicants must be currently authorized to work in the US on a full-time basis.
• Submit a cover letter describing interest and qualifications, and a resume.

Nice To Haves

• Bachelor’s degree preferred or equivalent experience.
• Experience supporting C-suite executives.

Responsibilities

• Provide administrative support to the COO, CPAO, and CAO.
• Manage the COO’s complex calendar, including meetings, appointments, and events.
• Coordinate the COO’s travel arrangements, including itineraries, lodging, transportation, and related logistics.
• 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.
• Prepare the COO for meetings by developing and coordinating briefing materials, agendas, and background information.
• Support the COO in tracking strategic initiatives, operational priorities, and organizational deliverables.
• Monitor project timelines and follow up with staff to ensure assignments are completed on time.
• Prepare meeting agendas, presentations, and supporting materials.
• Attend meetings as requested, record key discussions, and prepare 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.
• Serve as a liaison between the COO and internal staff, consultants, vendors, and external partners.
• Represent the COO’s office professionally and maintain confidentiality while providing excellent customer service.
• Manage records, files, and document retention in accordance with organizational policies.
• Assist with special projects and other duties that support organizational objectives.
• 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 initiatives that advance organizational effectiveness.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior