Senior Executive Assistant

Senior Executive Assistant

Performs responsible work providing comprehensive clerical and administrative support to the President/CEO with occasional support to the Deputy CEO and Chief of Staff.

Performs duties that advance COTA's Strategic Plan and reflect the organization's core values of safety, empowerment, accountability, teamwork, and service, and support the mission of Moving Every Life Forward.

Essential Job Functions:

• Provides high-level administrative support to the President/CEO in a dynamic, fast-paced environment;
• Manages a complex, ever-evolving executive calendar with a strategic lens, proactively anticipating scheduling needs and potential conflicts;
• Collaborates with internal teams to gather relevant materials and briefings, ensuring the President/CEO is fully prepared for all meetings and engagements;
• Accompanies the President/CEO to events and engagements, managing on-the-ground logistics to keep appointments and schedule on track;
• Coordinates domestic and international travel arrangements, including itinerary planning, travel authorizations, and timely submission of expense reports;
• Schedules and oversees logistics for onsite and offsite meetings, ensuring seamless execution from start to finish;
• Partners with the External Relations division to coordinate press appearances, media interviews, and public-facing engagements on behalf of the President/CEO;
• Acts as a trusted liaison and first line of communication between the President/CEO and internal and external stakeholders, exercising sound judgment in prioritizing communications and access;
• Manages the routing and signature workflow for internal documents, ensuring timely review and execution;
• Provides administrative support to the Deputy CEO and Chief of Staff as directed, demonstrating flexibility and responsiveness to evolving leadership needs;
• Collaborates with the Chief of Staff and Senior Board Administrator/Executive Assistant to develop, refine, and implement effective and efficient administrative processes;

Minimum Education & Experience

Required:

• Requires some college and minimum five (5) years of related experience supporting a high-level executives or demonstrates progressively responsible coordination and administrative experience at the manager or Director Level; or an equivalent combination of education and experience.
• Microsoft Office Specialist certification preferred.

COTA is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions are based on job needs, job requirements and individual qualifications, without regard to race, color, religion or belief, sex, sexual orientation, age, genetic information, gender identity, national origin, veteran or disability status