Executive Assistant

About the job Executive Assistant


Executive Assistant & Office Operations Coordinator

Location: Washington, D.C.


Schedule: Hybrid (Tue-Thu in-office; Mon/Fri remote with in-person presence required as needed for meetings, events, or colleague visits)

Duration: 6-month contract

About the Role

This is a senior-level support position that combines executive assistance with office operations and administrative coordination. The role partners closely with a senior leader while overseeing daily office functions, financial administration, and operational processes. Success in this position requires strong organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

• Manage executive calendars, travel arrangements, itineraries, and expense reporting, ensuring accuracy and timely completion.
• Prepare meeting agendas, presentations, reports, and supporting materials for internal and external meetings.
• Handle confidential information and communications with professionalism and discretion.
• Maintain electronic and physical filing systems, records, and documentation.
• Coordinate visitor logistics and serve as a professional point of contact for internal and external stakeholders.
• Support onboarding and administrative setup for new team members.

Financial & Budget Administration

• Assist with annual budget planning, tracking, and reporting activities.
• Coordinate invoice processing, payments, and expense management in accordance with company policies.
• Prepare periodic financial reports and budget variance summaries for leadership review.
• Ensure documentation and financial processes meet internal control and compliance requirements.
• Investigate and resolve billing or payment discrepancies while maintaining accurate records.

Office Operations & Vendor Coordination

• Manage purchasing and procurement of office supplies, equipment, and departmental resources.
• Coordinate office-related requests with facilities, property management, and internal support teams.
• Build and maintain effective relationships with vendors, service providers, and cross-functional stakeholders.
• Support day-to-day office operations to ensure a productive and organized work environment.

Qualifications

• Bachelor's degree in Business Administration, Finance, Human Resources, Marketing, or a related field; equivalent experience may be considered.
• Significant experience providing executive-level administrative support in a professional environment.
• Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint.
• Strong organizational, record-keeping, written communication, and verbal communication skills.
• Ability to manage multiple priorities, work independently, and maintain attention to detail.
• Flexibility to work additional hours as needed to support business requirements.

Fluid thanks you for your interest in this opportunity. However, only candidates with the required qualifications will be contacted.

Fluid adheres to the principles of equal employment opportunity and affirmative action. We welcome and encourage diversity in our workplace.

Candidates must be eligible to work in the United States.