Executive Assistant

Position Description

 

Looking for a place you can make an impact in a fast-paced and dynamic professional environment? Discover your place in our world with this high visibility opportunity providing direct support to the Senior Leadership Team.

 

In this role, you will collaborate with a dynamic team of Executives, leaders, and professionals focused on the future. The perfect candidate is someone who demonstrates confidentiality, tact, and diplomacy, alongside the ability to manage multiple priorities. Position is located in Herndon, VA  at our corporate headquarters and reports to the Manager,  Administrative Services/EA to CEO.

 

The Executive Assistant to the Senior Leadership Team (SLT) provides high-level administrative support to executive leaders, ensuring efficient day-to-day operations. This role requires exceptional organizational skills, discretion, and professionalism in handling confidential information. The Executive Assistant will manage schedules, coordinate meetings, prepare reports, and serve as a key point of contact between leadership and internal/external stakeholders.

 

Key Responsibilities:

 

Executive Support:

• Calendar & Schedule Management: Proactively manage and organize executive calendars, coordinating meetings across multiple time zones, and ensuring optimal time allocation. Anticipate executive needs by clarifying meeting details, resolving conflicts, accommodating last-minute changes, preparing agendas, and coordinating logistics for both virtual and in-person meetings.
• Travel Coordination: Strategically manage all aspects of domestic and international travel logistics, ensuring efficient itineraries and the best use of the executive’s time, while troubleshooting issues as they arise.
• Expense & Documentation Management: Prepare and manage expense reports, maintaining accuracy and ensuring timely resolution of discrepancies.
• Correspondence:  Prepare, proofread, and edit correspondence, reports, and presentations with accuracy and professionalism. Disseminate internal communications on behalf of the Senior Leadership Team.
• Task Management: Track deadlines, manage multiple priorities, and ensure timely completion of tasks.

Meeting & Event Coordination:

• Plan, organize, and support leadership conferences, department offsites, town halls, workshops, and other major events.
• Organize and coordinate SLT meetings, including agenda preparation, note-taking, and follow-ups.

Communication & Stakeholder Management:

• Professionalism & Discretion: As a key liaison on behalf of the leadership team, this position demands a high-level of professionalism, tact, and diplomacy when interacting with both internal and external stakeholders, including C-suite executives and Board of Directors.
• Confidentiality & Discretion: Handle sensitive executive information with strict confidentiality, always maintaining discretion.
• Collaboration & Communication: Build strong relationships with all levels of the organization, including senior leadership, internal teams, external partners, and customers, fostering a positive and collaborative working environment.
• Prioritization & Project Management: Independently manage and prioritize a wide variety of tasks, including special projects, based on organizational needs and leadership priorities. Demonstrate the ability to pivot as priorities shift.
• Liaison:  Serve as the primary point of contact between senior leadership and internal/external stakeholders.  Handle and prioritize incoming calls, emails, and correspondence to ensure timely responses to critical matters.

Qualifications

 

Qualifications & Requirements:

• Requires a High School diploma
• 5-7 years of experience as an Executive Assistant, preferably in a senior-level role within a corporate environment.
• Demonstrated ability to work independently and take initiative with a high-level of attention to detail.
• Excellent written and verbal communication skills with strong decision-making, problem-solving, and prioritization abilities.
• Maintain composure and reliability under pressure and tight deadlines.
• Proactively engage in critical problem-solving with an ability to diagnose and resolve complex issues effectively with little supervision.
• Exceptional organizational and time-management skills.
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual c