Executive Assistant

Hybrid role, must be available for in-person work in Washington DC.

Summary: The Executive Assistant provides comprehensive administrative support to the Leadership Team enhancing their productivity by efficiently managing schedules, communications, and special projects. This role requires a high level of professionalism, discretion, and organizational skills to ensure seamless operations within the leadership team.

Calendar and Schedule Management:

• Manage complex calendars for the leadership team, ensuring efficient scheduling of meetings, appointments, and events.

• Coordinate and prioritize meeting requests, resolving scheduling conflicts proactively.

• Schedule and manage recurring meetings, ensuring all necessary materials are prepared in advance.

• Send meeting reminders, follow-ups, and ensure alignment with executive priorities.

Travel Coordination:

• Arrange domestic travel, including flight bookings, accommodations, transportation, and detailed itineraries.

• Ensure all travel logistics align with executive preferences and organizational policies.

• Prepare and process travel expense reports promptly, ensuring compliance with company policies.

Communication Management:

• Serve as the primary point of contact for internal and external communications on behalf of the executives.

• Draft, edit, and manage correspondence, emails, and other communications with a high level of professionalism.

• Filter and prioritize incoming requests, ensuring urgent matters receive timely attention.

• Maintain confidentiality and discretion when handling sensitive information.

Meeting and Event Coordination:

• Organize and coordinate meetings, including preparing agendas, materials, and presentations.

• Take minutes during meetings, document key discussions, and ensure timely distribution to relevant parties.

• Plan and execute company events, conferences, virtual meetings, and offsite retreats.

• Coordinate logistics such as venue selection, catering, AV setup, and guest invitations.

Project Management and Research:

• Conduct research and compile data to support executive decision-making.

• Assist in the preparation of reports, presentations, and financial analyses.

• Manage special projects, ensuring timely completion and alignment with organizational goals.

• Track action items and follow up with stakeholders to ensure project deliverables are met.

Document and Information Management:

• Organize, maintain, and update digital and physical files for easy retrieval.

• Create and manage executive reports, briefing documents, and presentations.

• Maintain records of key discussions, agreements, and follow-up actions.

Other Responsibilities:

• Perform additional duties and responsibilities as assigned to support business needs.

• Act as a liaison between executives and other internal and external stakeholders.

What You’ll Bring

• Exceptional organizational and time-management skills.

• Strong written and verbal communication abilities.

• High level of integrity and discretion in handling confidential information.

• Ability to work independently and collaboratively in a fast-paced environment.

• Strong problem-solving skills and attention to detail.

• Flexibility to adapt to changing priorities and handle multiple tasks simultaneously.

• Experience managing board meetings and executive-level reporting.

• Familiarity with financial and sales-related administrative support.

• Knowledge of travel coordination and expense management systems.

Required:

• Bachelor’s degree or equivalent experience.

• Minimum of 5 years of experience supporting C-level executives.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Microsoft Teams).

Preferred:

• Experience managing board meetings and executive-level reporting.

• Background in financial or sales administrative support.

What You’ll Get

• Medical, Dental, Vision plans to select from based on your needs

• Wellness resources to help you along your wellness journey

• 401(K) Retirement Plans

• Employee Stock Purchase Program

• Employee Assistance Program (EAP)

• Vacation and Holidays

• Perks! Bowling, Boomer's, and Waterpark discounts, Retail discounts, Event discounts and more!