Executive Administrative Assistant/Office Manager

ARServices is seeking an Executive Assistant to the Chief Executive Officer (CEO) and Office Manager to join our corporate headquarters team.  The successful candidate will demonstrate punctuality, ability to multi-task and professional decorum. The ideal candidate is someone extremely motivated, articulate, and proficient with the Microsoft Office suite and has a passion for outstanding client service. This position is located in Falls Church, VA, and is in-person, five (5) days a week.

Primary Responsibilities

• Pro-actively coordinate CEO’s schedule to address shifting priorities and workload
• Manage both CEO’s business calendar and personal social calendar
• Review, organize and distribute incoming and outgoing mail for the CEO and corporate office
• Answer CEO’s incoming phone calls, screen, and redirect as appropriate

• Schedule travel arrangements to include air, hotel and ground transportation
• Manage CEO’s email; keep apprised of emails that need immediate attention
• Coordinate all activities and details relating to both internal and external meetings and engagements involving the CEO including weekly staff meetings, offsite meetings and conference calls (i.e., reserving conference rooms, scheduling caterers, inviting attendees, creating agenda and written documentation/presentations)
• Track follow-up “action items” from meetings with appropriate staff
• Prepare and submit CEO’s expense reports

• Complete necessary errands and handle personal errands for CEO
• Capture, compile and distribute meeting minutes
• Work closely with the Executive staff, Human Resources, Finance and Operations Departments
• Preparing a wide range of reports, correspondence, and documentation; at times including data entry, proofreading, illustration, and editing in support of business consulting, training, and management projects
• Establish and maintain corporate document management systems

• Assist with planning for company-wide events
• Coordinate with building management on facility matters (repairs, operating status, physical security issues, parking)
• Keep office and kitchen supplies fully stocked including coordinating with office supply and grocery vendors, and other delivery services
• Prepare offices for the arrival of new corporate hires
• Assist with onboarding corporate hires (building access, office set-up, coordination with IT)

• Direct other company administrative staff
• Provide support to other senior executives in CEO’s absence or at his direction
• Other job-related duties as required

Requirements

• Five to ten years of experience as an administrative assistant, executive secretary or executive assistant supporting a CEO or senior executive

• Executive-level customer service skills and excellent organizational skills
• Must be able to obtain/maintain a security clearance
• Advanced knowledge and experience with the Microsoft Office suite of software and applications, graphics applications, and presentation software such as PowerPoint and Excel
• Ability to maintain a professional demeanor in all situations and with the ability to apply discretion and confidentiality
• Valid driver’s license and excellent driving record

• Availability to work occasional nights or weekends
  

Desired Qualifications

• Experience supporting a senior in a government contracting environment
• Writing experience and superior writing and editing skills
• Bachelor’s degree

• Security Clearance

Benefits

• Employee Wellness
• Quarterly Lunch with Leadership Event
• Veterans Resource Group
• Community Outreach/Day of Service
• Teambuilding Events
• Summer Events
• Winter Holiday Party