Executive Assistant to COO — Strategic Ops & Board Support

Fts Inc; Washington (District of Columbia); On-site; USD 85,000 - 120,000; Full time

Job summary

Fts Inc in Washington, DC is seeking an Executive Administrative Assistant to be the COO's right hand, manage the calendar, correspondence and priorities, and guard confidential information with discretion.

You will anticipate needs, screen requests, prepare briefs and presentations, coordinate travel and events, support budget tracking and board materials, and partner with staff across departments to keep operations running smoothly.

Qualifications

• 7+ years of administrative experience, including at least 3 years supporting a C-suite or senior executive.
• Expert calendar management and the ability to juggle shifting priorities calmly
• Excellent written and verbal communication skills
• Proven discretion with confidential information
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams)
• Strong organization, attention to detail, and follow-through

Responsibilities

• Executive support
• Manage the COO's complex calendar, prioritizing meetings and resolving conflicts across internal and external stakeholders
• Screen and triage email, calls and requests; draft correspondence on the COO's behalf
• Prepare briefing materials, agendas and presentations ahead of meetings
• Coordinate domestic travel and process expense reports and reimbursements
• Operations and leadership team support
• Schedule and staff senior leadership team meetings: agendas, minutes, and follow-up on action items
• Track deadlines and deliverables across operations departments (finance, HR, IT, facilities) and keep the COO informed
• Assist with budget tracking, vendor contracts, invoices and purchase approvals
• Support special projects such as policy updates, process improvements and organization-wide initiatives
• Board and events
• Help prepare materials for Board and committee meetings, including the operations portions of board books
• Coordinate logistics for staff retreats, all-hands meetings and organizational events
• Office and relationship management
• Serve as a professional point of contact for staff, Board members, funders, partners and vendors
• Maintain organized, confidential files and records
• Support onboarding logistics for new staff as needed

Skills

Calendar management

Communication

Discretion

Microsoft 365

Organization

Tools

Concur

Asana

Smartsheet

Microsoft 365

Job description

Fts Inc in Washington, DC is seeking an Executive Administrative Assistant to be the COO's right hand, manage the calendar, correspondence and priorities, and guard confidential information with discretion.

You will anticipate needs, screen requests, prepare briefs and presentations, coordinate travel and events, support budget tracking and board materials, and partner with staff across departments to keep operations running smoothly.