Executive Assistant

Job Description

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

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Location: 820 Follin Lane SE Vienna, VA 22180

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Job Type: Contract

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Experience: 7–10 years

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Position Summary

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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.

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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.

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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.

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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.

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Key Responsibilities

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Executive Calendar and Time Management

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• Manage a complex and dynamic executive calendar, ensuring time is prioritized effectively and aligned with business needs.
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• Anticipate scheduling conflicts, resolve issues proactively, and ensure the executive is prepared for upcoming meetings, events, and deliverables.
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• Coordinate meetings across senior leaders, internal teams, external partners, vendors, and other stakeholders.
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• Apply sound judgment when prioritizing requests, escalating urgent matters, and protecting time for high-priority work.
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Meeting Coordination and Preparation

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• Plan and coordinate executive meetings, leadership discussions, vendor meetings, and cross-functional working sessions.
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• Prepare agendas, organize meeting materials, capture notes or action items when required, and ensure follow-up items are tracked to completion.
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• Partner with internal teams to gather and organize materials for meetings, presentations, briefings, and executive updates.
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• Ensure the executive has the appropriate information, context, and materials in advance of key meetings.
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Communication and Stakeholder Support

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• Serve as a professional and trusted point of contact for internal and external stakeholders.
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• Draft, review, proofread, and format correspondence, meeting materials, presentations, and other executive communications as needed.
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• Handle sensitive and confidential information with the highest level of discretion.
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• Represent the organization with professionalism, responsiveness, and sound judgment.
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Travel, Expense, and Administrative Support

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

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• Support the executive by tracking priorities, deadlines, action items, and follow-ups across key workstreams.
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• Assist with coordination of procurement-related meetings, leadership routines, vendor engagements, and internal business reviews.
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• Organize information and maintain visibility into commitments, decisions, and pending items.
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• Identify opportunities to improve administrative processes, increase efficiency, and streamline day-to-day executive operations.
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Required Qualifications

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• 7–10 years of experience providing executive-level administrative support, preferably supporting a senior executive, C-suite leader, VP, or equivalent.
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• Demonstrated experience managing complex calendars, competing priorities, confidential information, and senior-level stakeholder interactions.
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• Strong proficiency with Microsoft Office , including Outlook, Teams, Word, Excel, and PowerPoint.
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• Excellent written and verbal communication skills with strong attention to detail and professional polish.
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• Ability to work independently, anticipate needs, solve problems, and make sound decisions with limited direction.
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• Strong organizational and time-management skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously.
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• High degree of discretion, integrity, professionalism, and confidentiality.
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• Experience supporting executives within a large corporate, financial services, procurement, supply chain, vendor management, or similarly complex environment is preferred.
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Preferred Qualifications

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

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

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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.