Employee Status: Full-time, exempt employee
Salary Range: $75,000 - $110,000, DOE
Location: Northern VA/DC Metro area
Reports to: Chief Executive Officer
Deadline: Apply by September 30th for best consideration.
Position Overview:
We are representing two dynamic clients in the Northern Virginia/DC Metro Area who are seeking skilled Office Managers/Executive Assistants (EA) to join their teams. In this key role, you will provide high-level support to the CEO, COO, and occasionally, Board members, ensuring seamless executive operations and overseeing the overall workplace environment.
As a critical team member, you will be responsible for maintaining office functionality and contributing to the business across billing, collections, HR, vendor management, and IT-related matters. The ideal candidates will be detail-oriented, highly organized, and skilled multitaskers with a proven ability to manage sensitive information discreetly and communicate effectively across all levels of the organization.
Primary Duties & Responsibilities:
Office Management Duties:
- Oversee day-to-day office operations to ensure a smooth, efficient work environment.
- Manage office supplies inventory, order new supplies as needed, and ensure all office equipment is functioning properly.
- Serve as the primary point of contact for building management, vendors, and service providers (IT, janitorial, maintenance, etc.).
- Coordinate office events, meetings, and team-building activities.
- Assist with onboarding new employees, including workspace setup, access badges, and technology arrangements; offboarding; and other HR-related tasks.
- Maintain an organized filing system for important documents (contracts, policies, etc.).
- Implement and maintain office policies and procedures to ensure the office operates efficiently.
- Process and manage invoices, expense reports, and other financial documents.
- Maintain accurate records, databases, and filing systems, both physical and electronic.
- Conduct research, compile data, and prepare reports for decision-making purposes.
- Take ownership of various ad-hoc projects, ensuring timely and successful completion.
Executive Assistant Duties:
- Manage and coordinate the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
- Perform CEO proxy follow up with the team on internal matters, such as facilities management, vendor management, HR, IT and onboarding.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Handle confidential information with discretion.
- Act as a liaison between the CEO, executives, and external partners.
- Serve as the first point of contact for internal and external communications, handling phone calls, emails, and inquiries.
- Draft and distribute internal communications as needed.
- Ensure all communications reflect the company’s tone, style, and brand.
- Assist with special projects and initiatives as required by the executive team.
- Assist in the preparation of reports, data entry, and other documentation as needed.
Qualifications:
This position will be a challenging and rewarding opportunity that requires a diverse set of skills and experience. While we understand that no single candidate can possess every qualification listed below, the following are priority areas:
- Bachelor’s degree in Business Administration, Communications, or a related field preferred.
- Previous experience supporting at least 2 CEOs is essential.
- 3-5 years in an administrative or executive support role, preferably in a fast-paced environment.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
- Strong interpersonal skills to build and maintain relationships with internal and external stakeholders.
- Experience managing vendor relationships and coordinating office activities.
- Ability to adapt to changing priorities and navigate a dynamic work environment.
- Discretion and confidentiality in handling sensitive information.
Compensation:
The starting salary range is $75,000 - $110,000, with a generous benefits package including health, dental, and vision insurance, and generous paid time off. Compensation decisions depend on a wide range of factors, including skill sets, experience and training, licensure and certifications, and other business and organizational needs.
Working Location and Environment:
Both opportunities are located in the Northern Virginia area and have in-office requirements (there may possibly be a hybrid option after ramp-up). This is a typical office environment where you might occasionally experience changes in temperature, noise, lighting, etc.
Application Process:
People Stretch Solutions has been retained for the recruitment of these roles. Sourcing and screening will be conducted by People Stretch Solutions. Virtual meetings will then be conducted, and thereafter an onsite team meeting may take place before finalizing their decision. Interested applicants should submit a resume and a cover letter describing their interest in and qualifications.
For best consideration, apply by September 30th. Qualified applicants will be contacted on a rolling basis. Early applications are encouraged due to the pace of the search.
Equal Opportunity Employer:
Equal Employment Opportunity/Affirmative Action Employers. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status or any other characteristic protected by law.
Note: Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.