Executive Assistant

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

System One, and its subsidiaries including Joulé, ALTA IT Services, CM Access, TPGS, and MOUNTAIN, LTD., are leaders in delivering workforce solutions and integrated services across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible full-time employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.