Executive Assistant to the COO

Overview

To provide administrative support to the Chief Operating Officer (COO).

Responsibilities

• Act as liaison for the Chief Operating Officer (COO) and communicate information as appropriate to individuals, divisions, and departments
• Serve as a key administrative support liaison for the President/CEO, Chief Operating Officer, Chief of Staff, and Board of Directors, coordinating tasks under the direction of the Senior Executive Assistant
• Manage and prioritize executive calendars, meetings, travel arrangements, and event logistics to safeguard time and ensure strategic alignment
• Coordinate materials for speeches, presentations, conferences, and executive engagements
• Drive clear and timely stakeholder communication and adapt to their needs and feedback
• Screen and prioritize incoming calls, emails, and visitor requests to ensure efficient flow of information
• Cultivate a sense of community and alignment across executive support functions to champion organizational change
• Maintain thorough knowledge of organizational policies, procedures, and the President's office operations
• Handle highly confidential information with discretion, judgment, and professionalism
• Proofread and edit documents for accuracy, clarity, and consistency
• Manage executive office databases, expense reports, equipment, subscriptions, and inventory
• Leverage evolving technologies to enhance efficiency and effectiveness of executive support operations
• Continuously seek opportunities to improve workflows, tools, and administrative processes
• Guide and mentor others within the executive support function
• Assume duties of the Senior Executive Assistant in their absence
• Perform other duties as assigned

• Significant experience handling highly confidential and sensitive information
• Extensive progressively responsible administrative experience, with experience supporting C-suite executives, ideally in a fast-paced, high-stakes environment
• Significant experience managing complex calendars, coordinating high-level meetings, and handling confidential communications with discretion
• Experience in cross-functional coordination, working with departments such as Legal, HR, Finance, and Operations
• Familiarity with corporate governance, including board-level support, executive reporting, and strategic planning logistics
• Experience using expense management systems and travel platforms
• Significant experience in managing multiple priorities independently and/or in a team environment to achieve goals
• Experience in guiding and mentoring others
• Advanced skill exercising initiative using independent judgment to make sound decisions and support executive level decision making
• Advanced research, analytical, and problem-solving skills
• Advanced editing and proofreading skills
• Advanced skill interacting with staff, senior leadership, vendors and members diplomatically and tactfully
• Advanced organizational, planning and time management skills
• Advanced verbal and written communication skills
• Advanced word processing, spreadsheet, database and presentation software skills

• Significant experience supporting C-suite executives in a high-volume, fast-paced environment
• Advanced knowledge of Navy Federal products, services, programs, policies and procedures
• Associate's Degree in Business Administration or a related field, or the equivalent combination of education, training, and experience