Executive Administrative Assistant

We are seeking a highly organized, proactive, and professional Executive Personal Administrative Assistant to support a senior executive with complex business, client, and scheduling needs. This role requires exceptional attention to detail, discretion, and the ability to manage multiple priorities across business operations, travel coordination, client engagement, and light financial administration.

The ideal candidate is educated, understands social media accounts, branding, open to travel as needed, highly dependable, and comfortable operating in a fast-paced, executive environment.

Responsibilities

Calendar & Schedule Management

• Manage and optimize executive’s calendar across multiple time zones
• Coordinate internal and external meetings, client lunches, and strategic sessions
• Proactively resolve scheduling conflicts and ensure meeting preparedness
• Prepare agendas, briefing documents, and follow-up notes as needed

Travel & Logistics Coordination

• Plan detailed domestic and international travel itineraries
• Coordinate flights, accommodations, ground transportation, and dining reservations
• Manage loyalty programs, upgrades, and preferred vendors
• Accompany executive on select business trips to assist with logistics and coordination

Client & Event Coordination

• Organize client lunches, dinners, and networking engagements
• Coordinate marketing events, conferences, and executive appearances
• Manage invitations, RSVPs, and event follow-ups
• Ensure professional brand alignment across engagements

Expense & Light Financial Management

• Track, organize, and submit expense reports accurately and on time
• Reconcile receipts and manage travel-related financial documentation
• Assist with light bookkeeping tasks (invoice tracking, payment follow-ups, documentation)
• Maintain organized digital and physical filing systems

Administrative & Operational Support

• Manage email triage and prioritization (as needed)
• Maintain contact databases and CRM updates
• Prepare presentations, spreadsheets, and reports in Microsoft Office
• Support ad-hoc executive projects and business initiatives

Job Types: Full-time, Part-time, Contract

Benefits:

• Employee discount
• Flexible schedule
• Paid time off

Application Question(s):

• Are you local to the NoVA DMV region?

Education:

• High school or equivalent (Required)

Ability to Commute:

• Herndon, VA 20171 (Required)

Willingness to travel:

• 25% (Required)

Work Location: Hybrid remote in Herndon, VA 20171