Executive Assistant - Business Operations

Job Description

Job Description

Job Title: Executive Assistant – Business Operations
Location: Reston, VA

Description/Job Summary

 

POSITION DESCRIPTION 

HGL is seeking an Executive Assistant to provide high-level business operations and corporate support to our CEO, Executive Vice Presidents, and other executive leadership teams located in the Reston, VA office and across the company. This is a full-time, in-office (preferred) or hybrid position (minimum 3 days in the office) based in our Reston, VA office.

Responsibilities/Duties

 

WHAT YOU'LL BE DOING 

 

The person hired for this role will be responsible for providing high-level administrative and operational support to executive, corporate, operations, and business development teams. This position requires someone who is comfortable working with senior executives, managing and analyzing information, supporting financial and budget-related activities, and coordinating day-to-day office needs. Responsibilities will include, but are not limited to: 

• Working with CEO and other EVP’s to create and maintain presentations, reports, spreadsheets, and other executive-level materials
• Providing high-level administrative support to C-suite executives and senior leadership while effectively managing competing priorities, requests, and deadlines
• Supporting the corporate counsel with administrative needs as required
• Managing and tracking executive priorities, projects, commitments, and action items across multiple functional areas, proactively following up with responsible parties and providing leadership with visibility into status, deadlines, and emerging issues
• Working with senior staff to coordinate, plan and schedule Corporate Management meetings 
• Working with VP of Finance, DoD and Civilian Agencies Program Directors in preparing monthly progress reports and updating KPI’s that track performance against goals across the enterprise
• Conducting research, gathering information from internal and external sources, synthesizing findings, and preparing initial drafts of executive briefings, correspondence, reports, presentations, and other leadership materials
• Developing, maintaining, and managing spreadsheets used to track budgets, expenses, operational information, key statistics, and other business data
• Providing administrative support for budgeting, expense tracking, financial reporting, and other finance-related activities in coordination with executive and finance leadership
• Tracking other key statistics and data with input from operations and senior leaders and organizing information into clear, accurate reports and presentations
• Managing and coordinating office space allocation, including tracking workspace availability, assigning office and workstation space, and supporting changing office-space needs
• Coordinating office supply needs, including monitoring inventory, ordering supplies, and helping ensure the office is appropriately equipped and organized
• Serving as a point of coordination for office-related administrative and operational needs and working with internal stakeholders and vendors, as appropriate
• Sitting in on Board of Directors meetings and other confidential and proprietary meetings; taking notes, producing reports and minutes, keeping track of deliverables and scheduling workflow as needed to facilitate completion
• Back-up to Executive Staff for preparing financial documents to include expense reports and coordinating accounts payable for senior staff
• Maintaining and updating BOD and Subcommittees reports
• Handling sensitive, confidential, and time-critical information with a high degree of professionalism, discretion, and judgment
• Anticipating administrative and operational needs and proactively identifying solutions to support executives and the broader corporate team

Minimum Requirements

 

WHAT YOU NEED TO BE SUCCESSFUL 

The ideal candidate will need the following as a foundation for success in this role:

• Minimum of 6 years of demonstrated office, executive and project administration experience 
• High School degree, plus additional training; or education in areas of specialization equivalent to an associate degree
• Demonstrated experience providing direct administrative and operational support to C-suite executives, senior leaders, or executive leadership teams
• Experience supporting budgets, expense tracking, financial reporting, or similar business administration activities
• Experience coordinating office operations, including office or workspace allocation, supply management, and other day-to-day administrative needs
• Ability to effectively interact and communicate with executives, senior leaders, employees, vendors, and other internal and external stakeholders at all levels of an organization
• Proven attention to detail and the ability to prioritize work, remain organized, and successfully manage multiple competing priorities and deadlines
• Strong analytical, organizational, multi-tasking, written, and verbal communication skills
• Ability to organize, maintain, and interpret business information and translate data into accurate spreadsheets, reports, presentations, and other executive-level materials
• Experience proactively supporting teammates, anticipating needs, identifying solutions, and contributing to team efforts beyond assigned duties when necessary
• Ability to handle confidential information with discretion and sound judgement
• Proficiency in MS Office Suite including Outlook, Word, Excel and PowerPoint. 
• Strong proficiency in Microsoft Excel, including experience creating, maintaining, and managing spreadsheets used to organize, track, and report business, financial, or operational information
• Experience with Adobe Acrobat, SharePoint and AI (Chat GPT, Copilot, others)
• Ability to learn new software programs relevant to office and project administration
• Strong problem-solving skills and ability to work independently
• Professional demeanor and reliability

 

Desired Qualifications

 

WHAT YOU NEED TO STAND OUT – Preferred, not required

 

• B.A. degree is preferred; study in area of business administration is a plus
• Experience working in a project-oriented organization or environmental industry
• High emotional intelligence and stakeholder management skills
• Experience managing sensitive or high-stakes communications
• Experience managing budgets or expenses
• Event planning or travel coordination expertise
• Advanced knowledge of MS Office Suite
• Advance experience with Adobe Acrobat, SharePoint, and AI (Chat GPT, Copilot, others)

 

Physical & Environmental Requirements

 

PHYSICAL & COGNITIVE REQUIRMENTS

• Prolonged sitting up to 70% of the time
• Repetitive hand motions (typing, tool use, etc.)
• Viewing a computer screen for extended periods
• Writing reports, proposals, or technical documentation
• Communication effectively with clients, team members, and stakeholders
• Managing competing deadlines and shifting priorities
• Driving a company or personal vehicle

 

WORK ENVIRONMENT REQUIREMENTS

• Office work environment

 

 

This description is not a comprehensive listing of activities, duties or responsibilities that may be required of the employee. Other duties, responsibilities and activities may be assigned or may be changed at any time with or without notice.

 

 

Details

 

Work Schedule : Monday - Friday, 40 hours per week, core office hours.

Office Type: In-office full-time preferred, hybrid schedule available (3 days in office, 2 days’ work from home). There will be a 90-day training period of 5 days per week in-office before hybrid schedule.

Travel:  No overnight travel expected

 

A favorable pre-hire drug test is required.

All positions are subject to a pre-hire education and driving record verification.

This specific role supports U.S. Federal government contracts which require employees engaged on these contracts to be U.S. citizens.

 

MORE ABOUT HGL AND THE OPPORTUNITY

At HGL, we share a drive and vision to restore natural resources and provide ongoing stewardship of our environment to benefit present and future generations. We believe that we can make a difference in improving the world we live in through collaboration, teamwork, and a positive work environment. This unites and empowers us to strive for excellence in all our endeavors.

HGL - WHO WE ARE 

The exceptional quality of our people is key to our strength. We value our employees as individuals and as important members of our team. We offer a work environment that is flexible, inclusive, and dedicated to creating a sustainable future. By cultivating a culture of innovation, we’re able to adapt and augment our services to solve complex environmental and natural resources challenges. 

Projects at HGL primarily span the United States and its territories, tackling problems associated with emerging contaminants (like PFAS), radiological contamination, and military munitions, along with chemical contamination in groundwater, surface water, sediments, and soil. 

With over 550 employees, HGL is large enough to execute high-profile projects, but small enough to develop personal working environments with our talented team members. By joining HGL, you will be working toward restoring the environment and protecting our future.

 

HGL - WE INVEST IN YOU

It’s not just a job, it’s your career. HGL provides career growth opportunities via mentoring, training, education, and support for your certifications and licenses. Achieve your career goals and help HGL achieve its mission of restoring the environment to beneficial use for our clients and communities. 

We are an Equal Opportunity employer. All applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, protected veteran status, or other protected category. Some positions may require U.S. citizenship. Applicants who wish to request a reasonable accommodation during the recruitment process should contact Human Resources directly at View phone number on us.fitly.work.

EEO notices: US Equal Opportunity Employment Poster, US Equal Opportunity Supplemental Poster,