Executive Assistant to the Chief Operating Of

National Fish and Wildlife Foundation; Washington (District of Columbia); On-site; USD 79,000 - 97,000; Full time

Job summary

National Fish and Wildlife Foundation seeks an Executive Assistant to the Chief Operating Officer to provide high-level administrative, operational, and project support from our Washington, DC office.

The role requires exceptional judgment, initiative, and discretion to coordinate the COO's priorities, calendars, travel, and communications while ensuring confidentiality and professionalism across internal and external partners.

Qualifications

• Applicants must be authorized to work in the US on a full-time basis.
• Bachelor's degree preferred or equivalent experience.
• 5-7 years of progressively responsible executive support experience, preferably supporting C-suite executives.
• Experience managing complex calendars, travel arrangements, and executive-level communications.

Responsibilities

• Provide administrative support to the COO and senior executives (CPAO and CAO).
• Manage the COO's complex calendar, scheduling meetings, appointments, and events.
• Coordinate travel arrangements including itineraries, lodging, transportation, and related logistics.
• Screen, prioritize, and respond to communications on behalf of the COO.
• Prepare and process expense reports, reimbursements, and other documentation for executives.
• Coordinate electronic signature requests and document approvals.
• Prepare briefing materials, agendas, and background information for meetings.
• Support tracking of strategic initiatives and organizational deliverables.
• Monitor project timelines and follow up with staff to ensure timely completion.
• Prepare meeting agendas, presentations, and supporting materials.
• Attend meetings, record key discussions, and develop action item summaries.
• Track follow-up actions and ensure accountability.
• Support Board and Committee materials and reports.
• Serve as liaison between the COO and staff, consultants, vendors, and external partners.
• Represent the COO with professionalism and confidentiality.
• Maintain records and document retention per policies.
• Assist with special projects and other duties to support objectives.
• Provide backup coverage for other executive staff; assist with organization-wide meetings and events.
• Support departmental planning, budgeting, and reporting; participate in continuous improvement.

Skills

Organizational skills

Project management

Written communication

Verbal communication

Interpersonal effectiveness

Initiative

Attention to detail

Education

Bachelor's degree or equivalent experience

5-7 years executive support experience

Tools

Microsoft Office 365

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

EXECUTIVE ASSISTANT TO THE CHIEF OPERATING OFFICER

Working out of the Washington, DC office, the Executive Assistant to the Chief Operating Officer (COO) provides high-level administrative, operational, and project support to the COO and serves as a trusted partner in advancing organizational effectiveness. This position manages a broad range of responsibilities requiring exceptional judgment, discretion, initiative, and attention to detail. The Executive Assistant ensures the COO's priorities, projects, and commitments are effectively coordinated and executed. The position requires the ability to manage competing priorities, handle confidential information, and work independently in a fast-paced environment.

Essential Duties And Responsibilities

Executive Support

• Provide administrative support to the COO, Chief Public Affairs Officer (CPAO) and Chief Administrative Officer (CAO).
• Manage the COO's complex calendar, including scheduling meetings, appointments, and events.
• Coordinate travel arrangements, including itineraries, lodging, transportation, and related logistics for the COO.
• Screen, prioritize, and respond to communications on behalf of the COO as appropriate.
• Prepare and process expense reports, reimbursements, and other administrative documentation for the COO, CPAO and CAO.
• Coordinate electronic signature requests and document approvals.
• Ensure the COO is fully prepared for meetings through the development and coordination of briefing materials, agendas, and background information.

Operations and Project Coordination

• Support the COO in tracking strategic initiatives, operational priorities, and organizational deliverables.
• Monitor project timelines and follow up with staff to ensure timely completion of assignments.

Meetings and Governance Support

• Prepare meeting agendas, presentations, and supporting materials.
• Attend meetings as requested, record key discussions, and develop action item summaries.
• Track follow-up actions and ensure accountability for assigned tasks.
• Support preparation of Board and Committee materials, reports, presentations, and related documentation as assigned.

Communications and Relationship Management

• Serve as a liaison between the COO and internal staff, consultants, vendors, and external partners.
• Represent the office of the COO with professionalism, confidentiality, and excellent customer service.

Administrative and Operational Support

• Manage records, files, and document retention in accordance with organizational policies.
• Assist with special projects and other duties as assigned to support organizational objectives.

Secondary Duties And Responsibilities

• Provide backup administrative coverage for other executive support staff as needed.
• Assist with organization-wide meetings, conferences, training events, and staff activities as requested.
• Support departmental planning, budgeting, and reporting activities.
• Participate in continuous improvement efforts and other initiatives that advance organizational effectiveness.

Minimum Qualifications (education, Experience, Skills)

Applicants must be currently authorized to work in the US on a full-time basis.

Education

• Bachelor's degree preferred or equivalent experience.
• Equivalent combination of education and relevant experience may be considered.

Experience

• Five to seven years of progressively responsible executive support experience, preferably supporting C-suite executives.
• Experience managing complex calendars, travel arrangements, and executive-level communications.
• Experience coordinating projects and working across multiple departments.

Skills And Competencies

• Exceptional organizational and project management skills.
• Strong written and verbal communication abilities.
• Advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Strong analytical and problem-solving skills.
• Ability to prioritize work, manage multiple deadlines, and adapt to changing priorities.
• Demonstrated professionalism and interpersonal effectiveness with individuals at all organizational levels.
• High degree of initiative, accountability, and attention to detail.

Compensation

$88K per year (Starting range based on experience)

Note: Salary is negotiable and may be higher depending on the candidate's skills and experience.

LOCATION

Washington, DC

Equal Opportunity Statement

The National Fish and Wildlife Foundation complies with all applicable federal, state and local laws in its commitment to being an equal opportunity employer. The Foundation does not discriminate against applicants or employees on the basis of race, color, religion, age, sex, national origin, ancestry, marital status, personal appearance, citizen status, disability, sexual orientation, gender, identity or expression, pregnancy, child birth or related medical conditions, family responsibilities, matriculation, genetic information, political or union affiliation, veteran status or any other status protected by applicable law.