Executive Assistant to the Chief Operating Officer

Job Summary: The Executive Assistant to the Chief Operating Officer (COO) provides high-level administrative support for the COO and their lobbying teams by coordinating activities and taking over smaller responsibilities or handling other day-to-day items. The duties include coordinating meetings, events, travel arrangements, and other administrative functions. 

Primary Duties and Responsibilities:

• Work directly with the COO to support all aspects of their daily work routine.
• Maintain the COO’s calendar, including scheduling meetings, appointments, sending reminders, speaking engagements, and travel arrangements. Exercise discretion in committing time and evaluating needs.
• Anticipate the needs of the COO and proactively provide support to enhance their productivity.
• Maintain comprehensive and accurate records.
• Ensure the COO is prepared for meetings, and keep them on schedule.
• Serve as a liaison between the lobbyists, staff, and the public. 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 staff as needed; play a key role in the coordination of staff efforts.
• Assist COO in the development of presentations for internal and external audiences.
• Determine priority of matters that requires the attention of the COO; redirect matters to lobbyists to handle, or handle matters personally, as appropriate.
• Keep COO apprised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Routinely perform a wide variety of support duties.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Maintain paper and electronic filing systems.
• Sort and triage mail; maintain e-mail and other address directories.
• Compose and prepare letters relating to routine correspondence for the COO’s signature.

Qualifications

• Bachelor's degree or equivalent experience.
• Proven experience as an executive assistant or in a similar role for 6 years.
• Exceptional organizational and time-management skills with a proven ability to meet deadlines and have the ability to function well in a high-paced and at times stressful environment.
• Strong written and verbal communication abilities.
• Exceptional analytical, organizational and problem-solving skills.
• Tech-savvy with a proven track record of being adept at utilizing a variety of technological tools and platforms.
• High proficiency/expert in Microsoft Office Suite and G-Suite (Outlook, Word, Excel, PowerPoint, Gmail, Google Docs, Google Sheets, Google Slides) and an ability to learn new or updated software.
• Ability to handle confidential and sensitive information with professionalism and integrity.
• Flexibility and adaptability in a fast-paced and dynamic work environment, coupled with a compassionate and understanding attitude.

Compensation: $70,000 – $90,000 per year commensurate with experience, plus a generous benefits package, including 100% employer-paid health insurance and a 401(k) match.

How to Apply: Interested candidates should submit their resume and a cover letter to: mfiorino@ostroffassociates.com detailing their relevant experience and why they are a great fit for this role.