Executive Assistant

Job Description

Job Description

Executive Assistant

Location: Vienna, VA (Full-time on site)

Pay Rate: Open to Both C2C and W2 options

Position Type: Contract

Position Summary

We are seeking a highly experienced, polished, and proactive Executive Assistant to provide dedicated support to the VP Planning & Optimization. This six-month contractor role requires an individual who can operate with a high degree of professionalism, discretion, urgency, and independent judgment in a fast-paced executive environment. The ideal candidate will have extensive experience supporting senior executives, preferably in a large, complex, highly matrixed organization. This individual must be highly organized, detail-oriented, resourceful, and comfortable managing competing priorities while maintaining strong follow-through and con?dentiality.

This role is best suited for someone who understands executive-level support is not only administrative, but also operationally critical. The Executive Assistant will help ensure the VP Planning & Optimization is prepared, organized, and able to focus on strategic priorities by managing calendars, communications, meeting logistics, travel, expenses, materials, and day-to-day coordination across internal and external stakeholders.

Key Responsibilities

Executive Calendar and Time Management

• Manage a complex and dynamic executive calendar, ensuring the VP Planning & Optimization's time is prioritized effectively and aligned to business needs

• Anticipate scheduling con?icts, resolve issues proactively, and ensure the executive is prepared for upcoming meetings, events, and deliverables

• Coordinate meetings across senior leaders, internal teams, external partners, vendors, and other stakeholders

• Apply sound judgment when prioritizing requests, escalating urgent matters, and protecting time for high-priority work

Meeting Coordination and Preparation

• Plan and coordinate executive meetings, leadership discussions, vendor meetings, and cross-functional working sessions

• Prepare agendas, organize materials, capture notes or action items when needed, and ensure follow-up items are tracked to completion

• Partner with internal teams to gather and organize materials for meetings, presentations, brie?ngs, and executive updates

• Ensure the VP Planning & Optimization has the right information, context, and materials in advance of key meetings

Communication and Stakeholder Support

• Serve as a professional and trusted point of contact for internal and external stakeholders

• Draft, review, proofread, and format correspondence, meeting materials, and other executive communications as needed

• Handle sensitive information with the highest level of con?dentiality and discretion

• Represent Procurement & Vendor Management with professionalism, responsiveness, and sound judgment

Travel, Expense, and Administrative Support

• Coordinate domestic travel arrangements, including ?ights, lodging, transportation, itineraries, and meeting logistics

• Prepare and submit expense reports accurately and in a timely manner

• Support administrative processes, including purchase requests, invoices, vendor coordination, onboarding logistics, and other operational needs as required

• Maintain organized records, ?les, contact lists, distribution lists, and relevant documentation

Operational and Project Coordination

• Support the VP Planning & Optimization by tracking priorities, deadlines, action items, and follow-ups across key workstreams

• Assist with coordination of procurement-related meetings, leadership routines, vendor engagements, and internal business reviews

• Help organize information and maintain visibility into commitments, decisions, and pending items

• Identify opportunities to improve administrative processes, increase efficiency, and create smoother day-to-day operations for the executive

Required Quali?cations

• Minimum of 7 to 10 years of experience providing executive-level administrative support,

preferably to a senior executive, C-suite leader, or equivalent

• Demonstrated experience managing complex calendars, competing priorities, con?dential information, and senior-level stakeholder interactions

• Strong pro?ciency with Microsoft Office applications, including Outlook, Teams, Word, Excel, and PowerPoint

• Excellent written and verbal communication skills, with strong attention to detail and professional polish

• Ability to work independently, anticipate needs, solve problems, and make sound decisions with limited direction

• Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously

• High degree of discretion, integrity, and professionalism when handling sensitive or con?dential matters

• Experience supporting executives in a large corporate, ?nancial services, procurement, supply chain, vendor management, or similarly complex environment preferred

Preferred Quali?cations

• Prior experience supporting a VP or other senior operations-focused executive

• Experience working with procurement, vendor management, sourcing, contracts, or third-party risk teams

• Familiarity with tools such as Concur, ServiceNow, SharePoint, SAP, Oracle, or similar enterprise systems

• Experience coordinating executive meetings with external vendors, consultants, legal partners, or senior business leaders

• Ability to quickly learn organizational norms, stakeholder relationships, and executive preferences

Key Competencies

The successful candidate will demonstrate:

• Strong executive presence and professionalism

• High attention to detail

• Exceptional organization and follow-through

• Ability to anticipate needs before being asked

• Sound judgment and discretion

• Clear, concise communication

• Comfort operating in ambiguity

• Responsiveness and reliability

• Ability to build trust quickly with executives and stakeholders

• A service-oriented mindset with the con?dence to manage up appropriately

Success in This Role Looks Like

• The VP’s calendar, meetings, travel, and day-to-day priorities are managed smoothly and proactively

• The executive is consistently prepared for meetings and key deliverables

• Stakeholders experience timely, professional, and clear coordination

• Administrative processes are handled accurately and with minimal follow-up required

• Con?dential information is managed appropriately and discreetly

• The contractor quickly becomes a trusted, reliable extension of the VP's office during the six-month assignment

Ref: #851-Rockville-S1