Executive Assistant - CEO and President, Family Office

At Van Metre, we believe that each employee contributes directly to our growth, success, and culture, and are seeking a candidate who loves to challenge themselves and work with others to fulfill this role. Van Metre Companies is seeking a highly proactive Executive Assistant to provide dedicated support to two senior leaders: our CEO and the President, Family Office. (Role may additionally support CFO and/or other company leaders as needed.) This role requires someone who can step in, anticipate needs, help prioritize competing demands, and ensure leadership stays organized and focused on the most important priorities.

The Executive Assistant will help keep leadership organized, informed, and focused by managing the flow of information, surfacing priorities, and ensuring important commitments and opportunities don’t fall through the cracks. This role is a trusted partner to leadership and plays a key role in helping both executives operate efficiently and stay focused on the organization’s most important priorities.

This position requires strong judgment, discretion, and the ability to build trusted relationships across the organization and with members of the Van Metre family.

Key Responsibilities:

Executive Support

• Manage and coordinate executive calendars, ensuring meetings and commitments are prioritized appropriately.
• Review and triage incoming communications and emails, flagging key issues and drafting responses when appropriate.
• Prepare executives for meetings by organizing materials and relevant background information.
• Take meeting notes when meetings are confidential or when AI transcription is not available and convert notes and transcripts into clear summaries and action items.
• Track key priorities, action items, and commitments from emails, meetings, and leadership discussions to ensure timely follow-up and completion.

Operations & Coordination

• Prepare presentations, talking points, and draft reports for leadership meetings and external engagements.
• Coordinate travel arrangements and itineraries as needed.
• Serve as a point of contact for internal teams, partners, and external stakeholders when coordinating meetings, communications, or executive requests.
• Develop an understanding of company operations and priorities to support leadership effectively.

Decision & Project Support

• Compile monthly and quarterly reporting packages for owners, including analysis, graphs, charts, and presentation of financial information.
• Gather information, conduct research, and prepare materials to support leadership meetings, decision-making, and executive presentations.
• Support special projects and initiatives led by the CEO and President, Family Office.
• Identify opportunities to improve organization, processes, and executive workflows.

Events & Office Coordination

• Coordinate meeting logistics including room setup and greeting guests.
• Assist with planning internal meetings and company/office events.
• Support office coordination needs such as supplies and catering.

Responsibilities may evolve as the Executive Assistant builds strong working relationships with leadership and identifies opportunities to add value.

Schedule & Location:

This role is in-office and works alongside leadership across two of our main office locations:

• Monday, Wednesday, Thursday: Broadlands Office
• Tuesday: Fairfax Office
• Friday: Broadlands office or off-site meetings

Qualifications:

• Experience providing executive support to senior executives, founders, or C-suite leaders with complex schedules and competing priorities.
• Strong proficiency with Microsoft Office (Outlook, Excel, PowerPoint) and Teams, including the ability to use Excel and PowerPoint to prepare reports, analyze information, and create polished presentations.
• Demonstrated leadership skills, with the ability to advocate for priorities and help drive decisions forward.
• Exceptional organizational, communication, and time management skills.
• Demonstrated ability to handle highly confidential information with discretion.
• Ability to manage multiple priorities in a fast-paced environment.

What We’re Looking For:

The ideal candidate

• Anticipates needs and takes initiative without waiting for direction.
• Is comfortable stepping in to help prioritize and keep things moving.
• Takes ownership of responsibilities and follows through reliably.
• Demonstrates sound judgment and profession