Executive Assistant to the Chief Operating Officer

The Office of Finance and Operations (OFO) serves the Atlantic Council’s 16 programs and centers. Operational efficiency within OFO is critical to the success of the Council and the Executive Assistant to the COO plays a critical role in maintaining a high level of efficiency and support to the COO as she manages the day-to-day operations of the organization.

The Executive Assistant must be highly organized, collegial, and motivated administrative professional as they will work directly with the COO to perform a variety of administrative tasks related to the COO’s management of the Administrative, HR, Finance, IT, Legal, and Security operations of the organization. The Executive Assistant will provide executive-level support and assist with keeping the COO prepared and on task through the management of a wide range of daily tasks, including scheduling, submitting expense reports, drafting correspondence, signature facilitation, meeting and material preparation, and platform management for administrative resources used across the organization.

The incumbent must be a self-starter with the ability to problem solve, work well both independently and in a team, and communicate effectively and often with the COO and across all levels at the organization. The candidate should be prepared to work in a fluid work environment and must possess a strong record of organization, reliability, discretion, attention to detail, and prioritization.

This position is based in our Washington, DC, headquarters, requiring a minimum of 4 days per week in office. The Atlantic Council offers a competitive compensation package commensurate with experience, education, and organizational equity, with offers from $60,000 to $65,000.

Job responsibilities

• Maintain the COO’s schedule and serve as COO liaison for internal and external stakeholders.
• Track COO projects and assist with organization and prioritization of action items. Curate daily action list(s) for the COO.
• Manage logistics, materials, and minutes for quarterly meetings of the Security Committee of the Board of Directors.
• Review, process, file and maintain all consultant and vendor agreements in SharePoint and organizational procurement documentation platform.
• Administer the organizational DocuSign account.
• Manage and upkeep the organizational Intranet (SharePoint site) as the central hub for operational information, policies, and services.
• Manage the COO’s expense reports in a timely manner and adhere to monthly deadlines.
• Draft and edit announcements and long-form emails from the COO, both for internal and external distribution.
• Provide occasional support for flagship and international events.
• Perform other duties as assigned.

• Bachelor’s degree in a relevant field required.
• 1-2 years of relevant executive or administrative assistance experience.
• Excellent writing and communication skills along with the ability to write and edit clearly under tight deadlines.
• Exceptional organizational, time management, and project management skills, including the ability to identify, balance, and rapidly shift priorities as needed.
• Proven ability to manage upward to move tasks to completion in a timely and professional manner.
• Discretion to handle confidential information with professionalism while demonstrating both maturity and trust.
• Demonstrated proactivity and initiative.
• Ability to work well both independently and with a team in a dynamic environment.
• Strong interpersonal skills appropriate for operating effectively in a multicultural, international team environment.
• Digital literacy using MS Office products, including Word, Excel, Outlook, PowerPoint, and SharePoint, and ability to quickly learn new software and platforms.
• Commitment to customer service and efficiency.
• Positive, flexible, get-it-done attitude.
• Experience working with a non-profit or international organization preferred.

To produce quality work and to successfully achieve our mission, we recognize the need for our staff to maintain a healthy lifestyle and a work/life balance. Our comprehensive benefits package helps to keep costs low for our staff and their families. Benefits include, but are not limited to comprehensive medical, dental and vision insurance, paid time off, 403(b) plan, FSA options, pet insurance, Public Service Loan Forgiveness eligibility, and wellness benefits.