Office Manager/Executive Assistant

Office Manager/Executive Assistant

ECS is seeking an Office Manager/Executive Assistant to work in our Fairfax, VA (hybrid) office.

The primary purpose of this role is to provide high-level administrative, executive, and operational support to the Vice President of Engineering Systems. This includes combining executive support, office coordination, communication management, and administrative execution to ensure seamless daily operations, effective communication channels, and efficient management of executive priorities.

Responsibilities include:

• Executive Support: Managing a complex executive calendar with sound judgment, coordinating meetings across senior stakeholders and technical teams, and facilitating executive travel and expense management. Preparing reports, documents (including presentations) and summaries for management is a critical component of this position.
• Office Coordination: Supporting office logistics, supplies management, and general team operational needs, ensuring a productive and organized work environment.
• Communication Management: Handling confidential information with discretion. Providing direct communication support, including drafting and proofreading executive correspondence, screening calls, and managing email flow.
• Administrative Execution: Tracking deliverables and action items, maintaining strong organization and responsiveness in a high-change environment, anticipating needs, and solving problems proactively. Ensuring operational expectations around timely completion and centralized coordination support.

This role will regularly interact with:

• Vice President of Engineering Systems
• Engineering Systems Executive leadership and team members
• Other Postal senior executives and their administrative staff
• Human Resources, Finance, and Legal departments
• Internal and external partners, vendors, and contractors

Minimum qualifications:

• Minimum of 3 years of dedicated executive administrative support experience, preferably within a fast-paced technical or large organizational environment.
• Demonstrated experience in effectively supporting senior leadership (e.g., VP-level or higher).
• Reliance on experience and judgment to plan and accomplish goals.
• Expertise in managing a complex executive calendar with sound judgment, prioritizing commitments effectively.
• Proven ability to coordinate and schedule meetings involving multiple senior stakeholders and diverse technical teams.
• Unwavering ability to handle confidential and sensitive information with discretion and integrity.
• Demonstrated experience in supporting travel arrangements, expense reporting, and related logistical coordination.
• Proficiency in managing executive communications, including email correspondence, phone calls, and tracking follow-up actions.
• Capacity to maintain strong organization and responsiveness in a dynamic, high-change operational environment.
• A proactive approach to anticipating needs and solving problems independently without explicit direction.
• Capability to support general office logistics and team operational needs as required.
• Ability to organize and prioritize multiple tasks effectively.
• High degree of responsiveness to leadership and technical points of contact.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, TEAMS).
• Experience with virtual meeting platforms (e.g., Zoom, TEAMS).
• Familiarity with expense reporting systems.
• Aptitude for quickly learning new software and internal systems.
• Discretion and Integrity: Consistently upholding confidentiality and demonstrating ethical conduct in all professional interactions.
• Proactiveness and Initiative: Anticipating executive and team needs and taking decisive action without constant oversight.
• Adaptability and Resilience: Thriving in a dynamic, high-pressure environment with shifting priorities and demands.
• Organizational Acumen: Exceptional ability to manage time, prioritize tasks, and maintain meticulous records and systems.
• Communication Skills: Clear, concise, and professional communication (both written and verbal) with all levels of staff and external contacts.
• Attention to Detail: Meticulous in all administrative tasks, ensuring accuracy and completeness.

Salary Range: $80,000-$100,000

General Description of Benefits