Job Title: Executive Assistant to the COO

Job Description

The Executive Assistant to the COO plays a crucial role in managing calendars, scheduling meetings, making travel arrangements, and handling expense reports. The role involves anticipating scheduling needs, analyzing and resolving meeting priorities and conflicts for multiple events. The assistant prepares communications materials and correspondence, and gathers agendas and speaking notes for the COO's speaking events. The position requires developing and fostering relationships to arrange high-level advocacy meetings with government and affiliated organizations.

Responsibilities

Manage calendars, schedules, meetings, travel arrangements, and expense reports.Prepare and track communications materials and correspondence for various stakeholders.Develop and foster relationships to arrange high-level advocacy meetings with government and affiliated organizations.Manage projects and assignments with colleagues and senior leadership team members.Document procedures, organize electronic and hard copy files, and keep clear notes for business continuity.Compile materials and develop presentation drafts for COO speaking presentations.Coordinate the COO’s preparation for board and committee meetings, affiliated boards, and outside boards.Maintain accurate and current records in databases and systems, including Diligent, Board Effect, and the business continuity system.Manage affiliate budgets for membership dues and contributions.Support the coordination of large-scale staff meetings and facilitate catering or other logistical needs.Ensure proper security and disposal of confidential information in accordance with Personnel & Administrative Policy and HIPAA Privacy and Security Policies & Procedures Manuals.

Essential Skills

8 years of Executive Assistant experience.Experience working with senior leaders.Knowledge of Administration, Capitol Hill, and industry leaders and protocols.Bachelor's Degree.

Additional Skills & Qualifications

Experience working with a Board of Directors preferred.Proficiency in Microsoft Outlook suite of products.Experience in managing travel logistics.Familiarity with WorkDay is a plus.

Work Environment

The work environment is full-time, in-office, with standard hours from 7:30 AM to 5:00 PM. The role offers flexibility within these hours.

Job Type & Location

This is a Permanent position based out of Arlington, VA.

Pay and Benefits

The pay range for this position is $115000.00 - $139000.00/yr.

DP employee- full benefits from the beginning

Workplace Type

This is a fully onsite position in Arlington,VA.

Application Deadline

This position is anticipated to close on May 22, 2026.

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\nAbout Aston Carter\n\n

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

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The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

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If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

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San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

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Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

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Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.

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