Executive Assistant - Executive VP/COO
The Executive Assistant will provide high-level administrative assistance to the Executive Vice President/Chief Operating Officer (EVP/COO), delivering smooth, efficient, operational support that will enhance executive productivity and improve business operations.
Maximize performance, work independently, operating with minimal supervision to meet demanding objectives.
Coordinate and manage executive scheduling, prepare, and organize important legal and strategic materials and plans, and support board meetings and the preparation of board materials.
This role serves as the eyes and ears for the EVP/COO, connecting organizations, projects, and critical business information to the EVP/COO, ensuring meetings and materials are efficient and effective and serves as a trusted partner to deliver priorities of the organization.
At times, the Executive Assistant will support other leaders on the Executive Leadership team as required (i.
e.
, Senior Leadership, VPs).
Requires exemplary time management skills and the ability to identify and anticipate the Executive's needs.
Must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Senior Management Team, Board of Directors, Executive Leadership Team, Program Leadership Team, and Lanham Administrative Staff.
Must be able to handle smoothly and easily extremely sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion.
Supervisory
Responsibilities:
This position has no supervisory responsibilities.
Primary Duties/
Responsibilities:
Work directly with the EVP/COO to support all aspects of daily work routines.
Maintains calendars, including scheduling meetings, appointments, speaking engagements, and travel arrangements.
Exercise discretion in committing time and evaluating needs.
Serve as a liaison between departments, staff, and public if needed.
This includes receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
Coordinate work with other VOACC leaders and staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
Supports and assists in all activities and processes within the scope of the EVP/COO including but not limited to strategic planning activities (i.
e.
Vision 2025, Dynamic Strategies/Basecamp coordination and maintenance), operations support functions (i.
e.
meetings and projects related to KPIs (key performance indicators), quality support, budget prep/financial performance), organizational development and learning activities (coordinating events for KeyMakers- leadership development programs, Leadership/training opportunities), innovation, efficiency and culture activities (i.
e.
coordinating meetings for Mission Team, KeyThinker groups, DEI (Diversity Equity and Inclusion) (Diversity Equity and Inclusion) initiatives), Board of Director activities (i.
e.
BOD committees), Executive Leadership meetings, One Body Meetings, coordination with VOA (Volunteers of America) National office, on-boarding of new Executive Leadership Team members, meals and events, vendor management & contracts, license renewals, as well as in fostering collaboration of end-users and key stakeholders.
Provide coordination, monitoring, and communication of projects and programs managed by the EVP/COO and other internal teams.
Manages details and coordinates details for events, meetings, trainings, etc.
Serve as a primary point of contact between the EVP/COO and other departments, stakeholders, including helping to coordinate the work of the programs and providing administrative support for governance meetings.
Assist in the development of presentations and materials for internal and external audiences.
Determine priority of matters of attention for the EVP/COO; redirect matters accordingly, or handle matters personally, as appropriate.
Keep the EVP/COO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
Routinely perform a wide variety of support duties.
Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
Sort and triage mail; maintain e-mail and other address directories.
Compose and prepare letters relating to routine correspondence for signature.
Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
Transcribe source material, prepare documents, reports, tables, and charts; distribute as appropriate.
Prepare, reconcile, and submit expense reports.
Maintain paper and electronic filing systems.
Maintain confidential and sensitive information.
Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
Complete a variety of special projects including financial spreadsheets, special reports, and agenda material.
Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed including regional Vice Presidents Performs additional and related duties as assigned.
Qualifications Required Skills/Abilities:
Excellent verbal and written communication skills.
Excellent organizational & time management skills with attention to detail.
Excellent time management skills with a proven ability to meet deadlines.
Ability to function well in a high-paced and at times stressful environment.
Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
Detail-oriented self-starter with prior experience in not for profits preferred Exhibits sound judgment with the ability to prioritize and make decisions Energetic and eager to tackle new projects and ideas Comfortable interacting with high-level executives A team player capable of cultivating productive working relationships across the organization.
Resourceful, can-do attitude Education and
Experience:
Bachelor's degree in business administration or related field.
A minimum of 7 to 10 years of related experience supporting C-Suite Executives is required Ability to type minimum of 50 words per minute with accuracy.
Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
Physical Requirements:
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times.
Recommended Skills Administration Agenda Development Attention To Detail Business Administration Communication Contract Management Estimated Salary: $20 to $28 per hour based on qualifications.
Maximize performance, work independently, operating with minimal supervision to meet demanding objectives.
Coordinate and manage executive scheduling, prepare, and organize important legal and strategic materials and plans, and support board meetings and the preparation of board materials.
This role serves as the eyes and ears for the EVP/COO, connecting organizations, projects, and critical business information to the EVP/COO, ensuring meetings and materials are efficient and effective and serves as a trusted partner to deliver priorities of the organization.
At times, the Executive Assistant will support other leaders on the Executive Leadership team as required (i.
e.
, Senior Leadership, VPs).
Requires exemplary time management skills and the ability to identify and anticipate the Executive's needs.
Must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Senior Management Team, Board of Directors, Executive Leadership Team, Program Leadership Team, and Lanham Administrative Staff.
Must be able to handle smoothly and easily extremely sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion.
Supervisory
Responsibilities:
This position has no supervisory responsibilities.
Primary Duties/
Responsibilities:
Work directly with the EVP/COO to support all aspects of daily work routines.
Maintains calendars, including scheduling meetings, appointments, speaking engagements, and travel arrangements.
Exercise discretion in committing time and evaluating needs.
Serve as a liaison between departments, staff, and public if needed.
This includes receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
Coordinate work with other VOACC leaders and staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
Supports and assists in all activities and processes within the scope of the EVP/COO including but not limited to strategic planning activities (i.
e.
Vision 2025, Dynamic Strategies/Basecamp coordination and maintenance), operations support functions (i.
e.
meetings and projects related to KPIs (key performance indicators), quality support, budget prep/financial performance), organizational development and learning activities (coordinating events for KeyMakers- leadership development programs, Leadership/training opportunities), innovation, efficiency and culture activities (i.
e.
coordinating meetings for Mission Team, KeyThinker groups, DEI (Diversity Equity and Inclusion) (Diversity Equity and Inclusion) initiatives), Board of Director activities (i.
e.
BOD committees), Executive Leadership meetings, One Body Meetings, coordination with VOA (Volunteers of America) National office, on-boarding of new Executive Leadership Team members, meals and events, vendor management & contracts, license renewals, as well as in fostering collaboration of end-users and key stakeholders.
Provide coordination, monitoring, and communication of projects and programs managed by the EVP/COO and other internal teams.
Manages details and coordinates details for events, meetings, trainings, etc.
Serve as a primary point of contact between the EVP/COO and other departments, stakeholders, including helping to coordinate the work of the programs and providing administrative support for governance meetings.
Assist in the development of presentations and materials for internal and external audiences.
Determine priority of matters of attention for the EVP/COO; redirect matters accordingly, or handle matters personally, as appropriate.
Keep the EVP/COO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
Routinely perform a wide variety of support duties.
Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
Sort and triage mail; maintain e-mail and other address directories.
Compose and prepare letters relating to routine correspondence for signature.
Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
Transcribe source material, prepare documents, reports, tables, and charts; distribute as appropriate.
Prepare, reconcile, and submit expense reports.
Maintain paper and electronic filing systems.
Maintain confidential and sensitive information.
Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
Complete a variety of special projects including financial spreadsheets, special reports, and agenda material.
Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed including regional Vice Presidents Performs additional and related duties as assigned.
Qualifications Required Skills/Abilities:
Excellent verbal and written communication skills.
Excellent organizational & time management skills with attention to detail.
Excellent time management skills with a proven ability to meet deadlines.
Ability to function well in a high-paced and at times stressful environment.
Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
Detail-oriented self-starter with prior experience in not for profits preferred Exhibits sound judgment with the ability to prioritize and make decisions Energetic and eager to tackle new projects and ideas Comfortable interacting with high-level executives A team player capable of cultivating productive working relationships across the organization.
Resourceful, can-do attitude Education and
Experience:
Bachelor's degree in business administration or related field.
A minimum of 7 to 10 years of related experience supporting C-Suite Executives is required Ability to type minimum of 50 words per minute with accuracy.
Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
Physical Requirements:
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times.
Recommended Skills Administration Agenda Development Attention To Detail Business Administration Communication Contract Management Estimated Salary: $20 to $28 per hour based on qualifications.
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