CEO and COO of a consulting firm in Alexandria, VA is looking to hire a permanent Executive Assistant.
Executive Assistant
The Executive Assistant serves as the in-office presence, providing comprehensive administrative and executive support to the CEO and COO while managing office operations. This role is fully on-site and requires exceptional organizational skills, professionalism, and the ability to handle confidential information. The Executive Assistant is proactive, resourceful, and capable of managing tasks with minimal supervision in a dynamic environment.
Key Responsibilities
Serve as the primary in-office representative, managing the front desk and greeting visitors.
Handle incoming calls, mail, and packages professionally and efficiently.
Maintain common office areas, inventory, and supplies to ensure smooth daily operations.
Coordinate with and escort vendors as needed.
Manage calendars for the CEO and COO, including scheduling meetings, coordinating appointments, and ensuring seamless transitions between commitments.
Proactively identify and resolve scheduling conflicts, keeping executive priorities and preparation needs in mind.
Coordinate travel arrangements, prepare expense reports, and maintain accurate contact information for executives.
Act as the central point of coordination for meetings and events involving the CEO, ensuring clear communication and efficiency.
Facilitate onboarding processes for new hires, including preparing materials, arranging workspace and equipment, and delivering orientation sessions.
Assist with offboarding by archiving employee information and managing transitions.
Oversee the annual company holiday card and client appreciation initiatives, including maintaining mailing lists, coordinating card selection, and managing gift distribution.
Support planning and logistics for internal and client-facing events, ensuring attention to detail.
Experience and Qualifications
Bachelor's degree or equivalent experience.
5+ years of experience working in a professional environment.
Calendar management skills using Microsoft Outlook, including the coordination of multiple competing commitments in a professional manner with minimal direction or oversight.
Strong organizational skills, including experience managing multiple tasks with conflicting priorities while still achieving work goals.
A high level of proficiency in Microsoft Access, Outlook and Word required. Skill in PowerPoint a plus.
Excellent oral and written communication skills.
Experience working in consulting, health policy, finance, or law firms would be a plus.