Executive Assistant

Aston Carter•Arlington, VA

11d•$115,000 - $139,000•Onsite

About The Position

The Executive Assistant to the COO plays a crucial role in managing calendars, scheduling meetings, making travel arrangements, and handling expense reports. The role involves anticipating scheduling needs, analyzing and resolving meeting priorities and conflicts for multiple events. The assistant prepares communications materials and correspondence, and gathers agendas and speaking notes for the COO's speaking events. The position requires developing and fostering relationships to arrange high-level advocacy meetings with government and affiliated organizations.

Requirements

8+ years of Executive Assistant experience supporting senior-level leadership
Experience supporting executives within government agencies or large corporate environments
Proven ability to create and manage executive-level presentations and slide decks
Strong background in calendar management, scheduling, travel coordination, and office operations
Proficient in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel)
Demonstrated experience managing complex travel logistics and itineraries

Nice To Haves

Familiarity with Workday is a plus

Responsibilities

Manage calendars, schedules, meetings, travel arrangements, and expense reports.
Prepare and track communications materials and correspondence for various stakeholders.
Develop and foster relationships to arrange high-level advocacy meetings with government and affiliated organizations.
Manage projects and assignments with colleagues and leadership team members.
Document procedures, organize electronic and hard copy files, and keep clear notes for business continuity.
Compile materials and develop presentation drafts for COO speaking presentations.
Coordinate the COO’s preparation for board and committee meetings, affiliated boards, and outside boards.
Maintain accurate and current records in databases and systems, including Diligent, Board Effect, and the business continuity system.
Manage affiliate budgets for membership dues and contributions.
Support the coordination of large-scale staff meetings and facilitate catering or other logistical needs.
Ensure proper security and disposal of confidential information in accordance with Personnel & Administrative Policy and HIPAA Privacy and Security Policies & Procedures Manuals.