Executive Assistant, SVP Program Operations

Wounded Warrior Project, Inc; Jacksonville (FL); Hybrid; USD 55,000 - 80,000; Full time

Benefits offered by this job

Hybrid schedule

Full benefits for family

Competitive pay and incentives

Collaborative team environment

Job summary

Wounded Warrior Project is seeking an Executive Assistant to provide high-level administrative support to the Senior Vice President (SVP) and sustain smooth operations across the leadership team.

The role requires expert calendar management, scheduling, travel coordination, and discreet handling of confidential information within a hybrid work environment in Jacksonville, FL. Bachelor's degree and 5+ years admin experience are expected; ASIST preferred.

Qualifications

• Five years of experience providing administrative support.
• Four years of experience using Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Two years of experience supporting executive-level staff.
• Bachelor’s degree required; ASIST certification preferred.

Responsibilities

• Provide high-level administrative and executive support to the SVP.
• Manage day-to-day administrative activities, schedules, communications, and related support needs with discretion and professionalism.
• Plan and coordinate meetings, calendar, travel, and related logistics for SVP.

Skills

Executive support

Calendar management

Time management

Written & verbal communication

Travel coordination

Education

Bachelor’s degree

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Great benefits. Competitive pay. We know these are some of the things people look for in a job.

If you’re the kind of person who believes that honoring and empowering our nation’s veterans is more than just a cause — that it’s a calling — then we’re ready to meet you. When you join Wounded Warrior Project® (WWP), you’re committing to making a difference. We make a commitment to you, too – helping you to find that spark, ignite your passion to serve, and embark on a career with meaning and purpose. At WWP™, we recognize our mission cannot be accomplished without our talented teammates, which is why we’re proud to offer benefits such as:

• A flexible hybrid work schedule (three days in the office, two days’ work from home)
• Full medical, dental, and vision coverage for both teammates AND family members
• Competitive pay and performance incentives
• A fun, mission-focused, and collaborative team environment

A mission that matters is just the beginning, so if you’re ready to get started, we’re ready for you.

The Wounded Warrior Project (WWP) Executive Assistant provides high-level administrative and executive support to the Senior Vice President (SVP).

DUTIES & RESPONSIBILITIES

• Provide high-level administrative and executive support to the SVP.
• Manage day-to-day administrative activities, schedules, communications, and related support needs with discretion, professionalism, and appropriate independence.
• Meet regularly with the SVP to review schedules, priorities, upcoming meetings and events, administrative requirements, outstanding follow-up items, and emerging needs.
• Manage the SVP’s calendar by coordinating competing requests, appointments, deadlines, preparation time, and internal and external commitments.
• Identify potential scheduling conflicts and elevate or resolve routine issues within established parameters.
• Plan and coordinate meetings, appointments, conferences, Portfolio events, and other engagements.
• Ensure participants, materials, technology, facilities, and related logistics are effectively coordinated.
• Support the SVP’s preparation for meetings and engagements by gathering, organizing, and formatting background information, presentations, briefing materials, talking points, agendas, and other supporting documentation.
• Coordinate Portfolio leadership meetings and other key executive meetings supported by the SVP.
• Assist with agendas, organize and distribute materials, document decisions and action items as requested, and coordinate routine follow-up.
• Maintain organized records and administrative tracking tools for the SVP’s meetings, commitments, deadlines, deliverables, and follow-up items.
• Communicate reminders and status updates to appropriate stakeholders.
• Serve as an administrative liaison between the SVP and Portfolio leaders, executive leadership, executive administration, other departments, and internal and external stakeholders.
• Facilitate scheduling, communication, information sharing, and appropriate follow-through.
• Draft, proofread, prepare, and distribute correspondence, presentations, reports, meeting materials, and internal and external communications for the SVP’s review or use.
• Review incoming communications and requests, identify items requiring the SVP’s attention, and coordinate timely responses and follow-up, including those involving sensitive or confidential information.
• Coordinate executive travel and related logistics, including itineraries, accommodations, transportation, meeting schedules, and changes that arise during travel.
• Compile and submit business expenses and reimbursement requests in Concur.
• Assist with invoice processing, purchasing, and other financial administrative tasks.
• Provide administrative and coordination support for special projects, organizational initiatives, leadership transitions, and onboarding activities involving the SVP or Portfolio leadership.
• Organize information, meetings, timelines, and routine follow-up as assigned.
• Identify opportunities to improve administrative workflows, communication, scheduling, recordkeeping, and executive-support practices.
• Recommend practical process improvements and use approved technology to increase efficiency.
• Attend and actively participate in required training and/or meetings, including but not limited to New Teammate Orientation, WWP Cares, ASIST Suicide Prevention training, Leadership training, culture/team based training, or departmental huddles.
• Other related duties as assigned.

KNOWLEDGE, SKILLS, & ABILITIES

• Demonstrated executive-support, organizational, and time-management skills, with the ability to manage complex calendars, competing priorities, and deadlines in a fast-paced environment.
• Sound judgment, initiative, and problem-solving skills.
• Ability to anticipate administrative needs, address routine issues independently, work within established authority, and elevate matters appropriately.
• Strong written and verbal communication skills, including the ability to prepare clear, accurate, and professional correspondence, presentations, meeting materials, and summaries.
• Strong interpersonal and relationship-building skills, with the ability to work effectively with executives, senior leaders, teammates, and external stakeholders.
• Proven ability to coordinate activities and facilitate follow-through across teams.
• Ability to handle sensitive and confidential matters with discretion, diplomacy, empathy, and professionalism.
• Advanced proficiency using Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Ability to learn and use approved technologies, including AI-enabled tools, to improve administrative workflows and efficiency.
• Ability to travel and work outside standard business hours, including evenings and weekends, as needed.
• Unequivocal commitment to the highest standards of personal and business ethics and conduct.
• Mission-driven, guided by core values, and a pleasure to work with.

EXPERIENCE Requirements

• Five years of experience providing administrative support.
• Four years of experience using Microsoft Office, e.g., Word, Excel, PowerPoint, Outlook.
• Two years of experience supporting executive-level staff.

Preferences Experience working in a nonprofit, military-serving, or veteran-serving organization. Experience coordinating executive meetings, presentations, reports, communications, and other executive-level materials.

EDUCATION Requirements

• Bachelor’s degree. Equivalent combination of applicable education, training, certification, and experience may be considered in lieu of degree.
• Preferences Bachelor’s degree.

CERTIFICATIONS & LICENSURE Requirements

• Ability to obtain ASIST Certification within 1 year of hire.
• Preferences ASIST Certification.

WORK ENVIRONMENT/PHYSICAL DEMANDS

General office environment; temperature controlled. Routinely uses standard office equipment, e.g., copiers, phones, computers, filing cabinets. Sitting for extended periods. Overtime and weekend work as needed. Up to 15% travel.

*ca-dj #LI-HYBRID

Wounded Warrior Project® is an equal opportunity employer committed to providing equal employment opportunity to all persons without regard to race, color, religion, national origin, gender, gender identity, sexual orientation, marital status, citizenship, age, veteran or military status, disability, genetic information, or any other characteristic protected by law.

Please note: Wounded Warrior Project is not seeking assistance or accepting unsolicited resumes from search firms without a written search agreement in place. All resumes submitted by search firms to any employee at Wounded Warrior Project via email, the Internet or directly to hiring managers at Wounded Warrior Project in any form without a valid written search agreement in place will be deemed the sole property of Wounded Warrior Project, and no fee will be paid in the event the candidate is hired by Wounded Warrior Project as a result of the referral or through other means.

Wounded Warrior Project® is an equal opportunity employer committed to providing equal employment opportunity to all persons without regard to race, color, religion, national origin, gender, gender identity, sexual orientation, marital status, citizenship, age, veteran or military status, disability, genetic information, or any other characteristic protected by law.