Executive Assistant/Office Manager

JOB SUMMARY

MDI Imaging and Mail is looking for a sharp, organized, and adaptable Executive Assistant / Office Administrator to become the right hand to our President and the operational backbone of our office.

This is a role for someone who genuinely enjoys keeping things running smoothly — someone who takes ownership, stays three steps ahead, and isn't afraid to jump in wherever needed. If you thrive in a fast-paced environment and love variety in your day, this is your kind of job.

This is a full-time, on-site position based in Sterling, VA. Please note that MDI Imaging and Mail will be relocating as far as Winchester, VA in approximately one year — candidates must be willing and able to commute to or relocate near Winchester as a condition of long-term employment.

RESPONSIBILITIES

Support the President

• Own and manage the President's calendar — scheduling, appointments, and coordination
• Track the President's goals and key responsibilities; provide proactive reminders and progress updates
• Prepare meeting agendas, briefing materials, and follow-up action items
• Serve as a professional liaison between the President and internal/external contacts

Run the Office

• Manage office supplies + vendors— monitor inventory, place orders, and handle vendor relationships
• Plan and coordinate office events, team meetings, and company gatherings end-to-end
• Keep the office organized, professional, and running smoothly day-to-day

Reports & Data

• Gather, compile, and deliver accurate reports for leadership on a regular and ad hoc basis
• Maintain organized digital and physical records and filing systems
• Support tracking of key business metrics and prepare summary documents

Flexible Support

• Provide task-based support to other managers across the business as needed
• Step into other roles or functions when the business calls for it
• Handle special projects and ad hoc assignments from leadership

QUALIFICATIONS

Required

• 2+ years of experience as an executive assistant, office administrator, or in a similar role
• Strong organizational skills and sharp attention to detail
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) or Google Workspace
• Clear, professional written and verbal communication skills
• Ability to manage multiple priorities and adapt quickly when things change
• Discretion and good judgment when handling confidential information
• Must be available for after-hours and occasional weekend support as needed
• Willing to commute to Winchester, VA upon office relocation (approximately one year from hire)

Preferred

• Familiarity with scheduling or project management tools
• Background in corporate event coordination or office management

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Are you willing to commute as far as Winchester, VA in the event of the business moving?
• Have you worked in a production environment before? If yes, what industry.

Experience:

• Executive Assistant: 2 years (Preferred)

Work Location: In person