Executive Assistant to the COO

Civil Air Patrol • Montgomery, AL

5d • $68,000 - $75,000 • Hybrid

About The Position

Join a mission-driven organization that supports Civil Air Patrol’s nationwide operations! We’re seeking a Executive Assistant to the COO who provides high-level administrative, communications, coordination, and project support to the Chief Operating Officer. The position supports effective office operations, executive correspondence, meeting and travel coordination, stakeholder communication, records management, and follow-up on priority actions. The role requires sound judgment, discretion, strong writing skills, professionalism, and the ability to manage competing priorities in a fast-paced environment.

Requirements

• Demonstrated experience providing administrative, executive, communications, or project support in a professional environment.
• Must be able to manage competing priorities, coordinate calendars, meetings, and travel, prepare accurate written materials, meet deadlines, and exercise sound judgment and discretion when handling confidential or sensitive matters.
• Strong proficiency with Microsoft 365 is required. Must be able to compose and edit clear, professional correspondence using proper grammar, punctuation, formatting, and attention to detail.
• Strong organizational and interpersonal skills, including poise, tact, diplomacy, professionalism, and the ability to work effectively with senior leaders and diverse internal and external stakeholders, are required.
• The successful completion of a comprehensive background check is mandatory for this role.
• Must possess a valid State driver’s license and maintain a driving record acceptable to CAP’s liability insurance providers.
• Must be able to obtain and maintain security credentials required for access to the workplace.

Nice To Haves

• Knowledge of administrative procedures, records management, and office filing practices is preferred.
• Project coordination or project management experience and familiarity with standard Air Force correspondence guidelines are preferred.
• A bachelor’s degree or an equivalent combination of education and relevant experience is preferred.

Responsibilities

• Manages the COO’s calendar, appointments, meetings, priorities, and time-sensitive commitments.
• Provides administrative support to the National Commander as requested.
• Prepares, edits, reviews, and routes executive correspondence, reports, presentations, briefings, talking points, and other materials for the COO’s review, signature, or use.
• Manages incoming communications and serves as a liaison between the COO and staff, senior leaders, Board of Governors members, CAP-USAF, and other internal and external stakeholders. Identifies and elevates urgent or sensitive matters as appropriate.
• Coordinates meetings hosted or supported by the COO, including scheduling, agenda and material preparation, participant communication, meeting notes, technology and room support, and follow-up action tracking.
• Provides administrative and logistical support for Board of Governors meetings, Command Council, CAP Senior Advisory Group, distinguished visitors, and other senior-level meetings and events.
• Coordinates executive and senior-leader travel, including reservations, travel authorizations, military support authorizations, vouchers, lodging, and related scheduling and reimbursement requirements.
• Maintains executive office records and resources, including electronic and paper files, continuity materials, read files, contact lists, calendars, and the Board of Governors Resource Book.
• Responds to routine inquiries, prepares correspondence based on general direction, screens and routes calls and visitors, and provides information or referrals as appropriate.
• Coordinates protocol and visitor support with CAP-USAF, Maxwell Air Force Base, Air University, and other organizations as required.
• Coordinates assigned financial and administrative activities for the COO’s office, including purchase requests, lease administration, bill payment, credit card administration, and expense reimbursement support.
• Conducts research and develops materials or proposals for internal and external audiences as assigned.
• Maintains regular attendance, manages competing priorities and frequent interruptions, works irregular hours when necessary, and travels periodically in support of assigned duties.
• Performs other duties as assigned.

Benefits

• Comprehensive Health Coverage: Medical, dental, and vision plans.
• Flexible Spending Accounts: Health and dependent care.
• Retirement Savings: 401(k) with employer match.
• Paid Time Off: Generous vacation, sick and personal leave, and holidays.
• Professional Development: Training programs and certification support.
• Life Insurance: Employer-paid coverage.
• Supplemental Insurance: Disability, critical illness, accident, and hospital indemnity.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree