Executive Assistant

Experienced Executive Assistant:

Are you eager to join a dynamic and expanding company where you can both learn and make a meaningful impact? If you possess a strong sense of empathy, enjoy assisting others, thrive in a fast-paced environment, and excel at problem-solving, we encourage you to apply today to connect with a recruiter!

Location: Northern Virginia – in the office

Shift: 8:30-5:00 EST Monday – Friday

Employment Logistics:

The Executive Office Assistant supports the day-to-day operations and projects of the C-Suite Executives. The position is based out of McLean, Virginia. The role of the Executive Assistant requires attention to detail as well as leadership, discretion, and organizational skills. The position is outlined below, but it is not limited to these requirements and responsibilities.

Responsibilities:

• Administrative Support:

Managing the executive's calendar, scheduling meetings, and coordinating travel arrangements.

Handling correspondence, emails, and phone calls on behalf of the executive.

Preparing and editing documents, reports, and presentations.

Organizing and maintaining files and records.

• Project Coordination and Task Management:

Coordinating and communicating with team members, stakeholders, and external partners.

Assigning and tracking tasks, ensuring that team members are aware of their responsibilities and deadlines.

Using project management tools and software to manage project workflows and track progress.

• Meeting and Event Management:

Organizing and coordinating meetings, including preparing agendas, taking minutes, and following up on action items.

Planning and executing company events, conferences, and off-site meetings.

• Budget and Expense Management:

Assisting in budget preparation and tracking project expenses.

Processing invoices and managing expense reports.

• Communication and Collaboration:

Serving as a liaison between the executive, team members, and other departments.

Facilitating communication and collaboration across the organization to ensure project alignment and success.

• Problem-Solving:

Identifying potential issues and challenges in project execution and proposing solutions.

Handling unexpected changes and ensuring that the project remains on track.

• Office support:

Assist in managing the office. Examples include welcoming visitors, stocking supplies, parking validation, ordering lunch. Manage and distribute digital mail and other physical mail that may arrive in the corporate office. Assist with Corporate office events when needed.

Assisting the Chief of Staff with other misc. tasks relating to Executive Assistant functions.

Success Parameters:

• Excellent oral and written communication and attention to detail.
• The dynamic nature of this role requires that the ideal candidate has exemplary time management skills and the ability to identify and anticipate the Executive’s needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Executive Leadership Team, Board Members and other high-level managers in the company.
• To perform this job successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personnel and company information while exercising professionalism and discretion.
• Must be prepared and able to assist in executing communications and scheduling which maximizes the Executives visibility.
• Good interpersonal skills as a team player capable of cultivating productive working relationships across the association staff and with its Executives.

Benefits:

Competitive individual and group benefits

Medical, Dental, and Vision insurance

Paid Time Off including Holiday pay

401(k) with company match

Safe and clean work environment

Requirements:

• High school diploma or general education degree (GED) preferred.
• Bachelor's Degree preferred.
• Minimum 2+ years of relevant experience in executive/administrative assistance
• Proficiency with Microsoft Excel, Word, and PowerPoint
• Demonstrates effective interpersonal and communication skills, both verbally and in writing
• Ability to work independently.
• Ability to multitask.
• Ability to handle sensitive matters and maintain confidentiality.