DUTIES & RESPONSIBILITIES
Provide high-level administrative and executive support to the SVP. Manage day-to-day administrative activities, schedules, communications, and related support needs with discretion, professionalism, and appropriate independence.
Meet regularly with the SVP to review schedules, priorities, upcoming meetings and events, administrative requirements, outstanding follow-up items, and emerging needs.
Manage the SVP’s calendar by coordinating competing requests, appointments, deadlines, preparation time, and internal and external commitments. Identify potential scheduling conflicts and elevate or resolve routine issues within established parameters.
Plan and coordinate meetings, appointments, conferences, Portfolio events, and other engagements. Ensure participants, materials, technology, facilities, and related logistics are effectively coordinated.
Support the SVP’s preparation for meetings and engagements by gathering, organizing, and formatting background information, presentations, briefing materials, talking points, agendas, and other supporting documentation.
Coordinate Portfolio leadership meetings and other key executive meetings supported by the SVP. Assist with agendas, organize and distribute materials, document decisions and action items as requested, and coordinate routine follow-up.
Maintain organized records and administrative tracking tools for the SVP’s meetings, commitments, deadlines, deliverables, and follow-up items. Communicate reminders and status updates to appropriate stakeholders.
Serve as an administrative liaison between the SVP and Portfolio leaders, executive leadership, executive administration, other departments, and internal and external stakeholders. Facilitate scheduling, communication, information sharing, and appropriate follow-through.
Draft, proofread, prepare, and distribute correspondence, presentations, reports, meeting materials, and internal and external communications for the SVP’s review or use.
Review incoming communications and requests, identify items requiring the SVP’s attention, and coordinate timely responses and follow-up, including those involving sensitive or confidential information.
Coordinate executive travel and related logistics, including itineraries, accommodations, transportation, meeting schedules, and changes that arise during travel.
Compile and submit business expenses and reimbursement requests in Concur. Assist with invoice processing, purchasing, and other financial administrative tasks.
Provide administrative and coordination support for special projects, organizational initiatives, leadership transitions, and onboarding activities involving the SVP or Portfolio leadership. Organize information, meetings, timelines, and routine follow-up as assigned.
Identify opportunities to improve administrative workflows, communication, scheduling, recordkeeping, and executive-support practices. Recommend practical process improvements and use approved technology to increase efficiency.
Attend and actively participate in required training and/or meetings, including but not limited to New Teammate Orientation, WWP Cares, ASIST Suicide Prevention training, Leadership training, culture/team based training, or departmental huddles.
Other related duties as assigned.
KNOWLEDGE, SKILLS, & ABILITIES
Demonstrated executive-support, organizational, and time-management skills, with the ability to manage complex calendars, competing priorities, and deadlines in a fast-paced environment.
Sound judgment, initiative, and problem-solving skills. Ability to anticipate administrative needs, address routine issues independently, work within established authority, and escalate matters appropriately.
Strong written and verbal communication skills, including the ability to prepare clear, accurate, and professional correspondence, presentations, meeting materials, and summaries.
Strong interpersonal and relationship-building skills, with the ability to work effectively with executives, senior leaders, teammates, and external stakeholders.
Proven ability to coordinate activities and facilitate follow-through across teams.
Ability to handle sensitive and confidential matters with discretion, diplomacy, empathy, and professionalism.
Advanced proficiency using Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
Ability to learn and use approved technologies, including AI-enabled tools, to improve administrative workflows and efficiency.
Ability to travel and work outside standard business hours, including evenings and weekends, as needed.
Unequivocal commitment to the highest standards of personal and business ethics and conduct.
Mission-driven, guided by core values, and a pleasure to work with.
EXPERIENCE
Requirements
Five years of experience providing administrative support.
Four years of experience using Microsoft Office, e.g., Word, Excel, PowerPoint, Outlook.
Two years of experience supporting executive-level staff.
Preferences
Experience working in a nonprofit, military-serving, or veteran-serving organization.
Experience coordinating executive meetings, presentations, reports, communications, and other executive-level materials.
EDUCATION
Requirements
Bachelor’s degree. Equivalent combination of applicable education, training, certification, and experience may be considered in lieu of degree.
Preferences
Bachelor’s degree.
CERTIFICATIONS & LICENSURE
Requirements
Ability to obtain ASIST Certification within 1 year of hire.
Preferences
ASIST Certification.
WORK ENVIRONMENT/PHYSICAL DEMANDS
General office environment; temperature controlled.
Routinely uses standard office equipment, e.g., copiers, phones, computers, filing cabinets.
Sitting for extended periods.
Overtime and weekend work as needed.
Up to 15% travel.
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Wounded Warrior Project® is an equal opportunity employer committed to providing equal employment opportunity to all persons without regard to race, color, religion, national origin, gender, gender identity, sexual orientation, marital status, citizenship, age, veteran or military status, disability, genetic information, or any other characteristic protected by law.
Please note
Wounded Warrior Project is not seeking assistance or accepting unsolicited resumes from search firms without a written search agreement in place. All resumes submitted by search firms to any employee at Wounded Warrior Project via email, the Internet or directly to hiring managers at Wounded Warrior Project in any form without a valid written search agreement in place will be deemed the sole property of Wounded Warrior Project, and no fee will be paid in the event the candidate is hired by Wounded Warrior Project as a result of the referral or through other means."
