Executive Assistant to the COO

Job Description

Job Description

Are you looking for a place where innovation and collaboration join forces to support a vision of Health for All? Do you thrive in environments where you can roll up your sleeves and create and enhance an infrastructure that helps drive a national impact? The PA Education Association (PAEA) is looking for you : a creative, driven professional to join our team as the Executive Assistant to the COO.

The Executive Assistant provides comprehensive administrative support to the COO and is an effective coordinator of a wide variety of important and sensitive work. This position supports the COO in driving results across the Association. In addition, the EA works with the COO and other members of the Executive Office to support governance, including assisting with the coordination of the Board of Directors and various committees as needed.

This position requires a high level of discretion, professionalism, exceptional organizational skills, and the ability to independently manage multiple priorities in a fast-paced environment. The ideal candidate is proactive, tech-savvy, and capable of handling confidential information with the highest level of integrity.

This position will be a hybrid role and will be required to work at PAEA’s office in Washington, DC weekly.

Please include your resume and a cover letter when applying for this position.

Because this position may be exposed to sensitive and confidential information daily, this individual is responsible for maintaining the confidentiality that knowledge of such warrants.

Specific Responsibilities :

• Manage the COO’s calendar, schedule meetings, and coordinate travel.
• Process expense reports, reimbursements, and invoices in a timely manner.
• Assist with email and correspondence, triaging urgent requests and drafting responses as appropriate.
• Track and follow up on action items and key deliverables to ensure ongoing projects and work stay on course.
• Assist in prioritizing and managing workload within the COO’s portfolio, flagging critical deadlines and upcoming initiatives.
• Coordinate and organize Board meetings and calls.
• Assist in the preparation and distribution of Board agenda and materials.
• Take Board meeting minutes, track action items, and ensure follow-up on key decisions.
• Administer and manage Board technology platforms for document sharing, voting, and communications.
• Assist with Board member communications and materials, ensuring timely and accurate information flow.
• Provide support to Board committees (e.g., Executive Committee, Finance Committee) as needed.
• Assist the COO in maintaining and organizing governance documents, policies, and bylaws, ensuring compliance and accessibility for leadership.
• Undertake special projects as assigned by the Executive Office, providing support and coordination as needed.

Other Duties

The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all-inclusive. Duties, responsibilities, and activities may change at any time with or without notice.

Qualifications, Knowledge, Skills, and Abilities :

Required

Preferred :

ADA Specifications

Travel Requirements

The EA must be able to travel to : Board Meetings, PAEA events, annual staff retreat, and other externally facing events that the COO may need support in.

Essential Functions :

Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

Work Authorization or Security Clearance Requirements

The individual in this position must be authorized to work in the United States.

Work Environment & Benefits

This hybrid position requires a weekly in-office presence with remote work acceptable 60%-80% of the time. Flexibility in work hours may be required based on events or meetings and additional in-office presence will be required for events or meetings. PAEA’s office is located in Washington, DC.

PAEA offers a competitive salary and benefits that considers external market compensation and maintains internal equity. The salary range for this position is $88,500-$100,000 annually. The benefits package includes health, life, and disability insurances; paid time off and holidays; a 403(b) retirement plan with an 8% employer contribution; monthly wellness stipend, professional development funding, tuition assistance, and other benefits.

Fairness and Accessibility

PAEA is committed to fairness and accessibility in all areas of its business activities, including employment, management, procurement and contracting. As such, it is the policy of PAEA to afford equal opportunity in employment and contracting without regard to race, color, national origin, sex, religious preference, age, sexual orientation, genetic information, gender identity, status as a parent, disability, veteran or any other status protected by applicable US law.

Salary : $88,500 - $100,000