Executive Assistant (Vienna)

Job Title: Executive Assistant to the Chief Procurement Officer – Contract

Location: 820 Follin Lane SE Vienna, VA 22180

Job Type: Contract

Experience: 7–10 years

Position Summary

We are seeking a highly experienced, polished, and proactive Executive Assistant to provide dedicated support to a senior executive within a fast-paced, complex corporate environment.

This approximately six-month contract role requires an individual who can operate with a high degree of professionalism, discretion, urgency, and independent judgment. The ideal candidate will have extensive experience supporting senior executives, preferably within a large, complex, and highly matrixed organization.

The successful candidate will be highly organized, detail-oriented, resourceful, and comfortable managing competing priorities while maintaining strong follow-through and confidentiality. This role requires someone who understands that executive support is not only administrative but also operationally critical.

The Executive Assistant will help ensure the executive is prepared, organized, and able to focus on strategic priorities by managing calendars, communications, meeting logistics, travel, expenses, executive materials, and day-to-day coordination with internal and external stakeholders.

Key Responsibilities

Executive Calendar and Time Management

• Manage a complex and dynamic executive calendar, ensuring time is prioritized effectively and aligned with business needs.
• Anticipate scheduling conflicts, 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 meeting materials, capture notes or action items when required, and ensure follow-up items are tracked to completion.
• Partner with internal teams to gather and organize materials for meetings, presentations, briefings, and executive updates.
• Ensure the executive has the appropriate 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, presentations, and other executive communications as needed.
• Handle sensitive and confidential information with the highest level of discretion.
• Represent the organization with professionalism, responsiveness, and sound judgment.

Travel, Expense, and Administrative Support

• Coordinate domestic travel arrangements, including flights, lodging, transportation, itineraries, and meeting logistics.
• Prepare and submit expense reports accurately and in a timely manner.
• Support administrative processes such as purchase requests, invoices, vendor coordination, onboarding logistics, and other operational needs.
• Maintain organized records, files, contact lists, distribution lists, and relevant documentation.

Operational and Project Coordination

• Support the executive 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.
• Organize information and maintain visibility into commitments, decisions, and pending items.
• Identify opportunities to improve administrative processes, increase efficiency, and streamline day-to-day executive operations.

Required Qualifications

• 7–10 years of experience providing executive-level administrative support, preferably supporting a senior executive, C-suite leader, VP, or equivalent.
• Demonstrated experience managing complex calendars, competing priorities, confidential information, and senior-level stakeholder interactions.
• Strong proficiency with Microsoft Office , 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 and time-management skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously.
• High degree of discretion, integrity, professionalism, and confidentiality.
• Experience supporting executives within a large corporate, financial services, procurement, supply chain, vendor management, or similarly complex environment is preferred.

Preferred Qualifications

• Prior experience supporting a VP or other senior operations-focused executive .
• Experience working in a large, matrixed corporate environment.
• Experience supporting procurement, supply chain, vendor management, or operations functions.
• Strong ability to coordinate across multiple teams and stakeholder groups.
• Experience managing executive-level meetings, presentations, travel, expenses, and business communications.

Key Skills

• Executive-Level Administrative Support
• Calendar & Time Management
• Meeting Coordination
• Executive Communication
• Microsoft Office Suite
• Travel & Expense Management
• Stakeholder Management
• Confidential Information Handling
• Scheduling & Prioritization
• Project & Operational Coordination
• Attention to Detail
• Organization & Follow-Through
• Problem Solving
• Professional Communication
• Discretion & Judgment

Work Environment

This position is 100% onsite in Vienna, Virginia and requires the ability to work effectively in a fast-paced executive environment while collaborating with senior leadership, internal teams, vendors, and external stakeholders.