Executive Administrative Assistant

Position - Executive Administration Assistant - Direct CEO Assistant

Location – Ashburn, VA

Job Summary

Due to continued company growth, the Executive Administration Assistant position is a newly created opportunity within a northern Virginia-based and market leading real estate construction and real estate investment firm with over 70 years in operation and close to 500 internal employees. The Executive Administrative Assistant will directly support the company’s CEO with both traditional administrative functions as well as providing strategic insight across managing priorities and operational execution decision making serving as an extension of the CEO in both internal and external decision making. Based out of the company’s HQ office located in Ashburn, VA, the Executive Admin position will offer a comprehensive compensation package comprised of a base salary of $130,000 to $140,000, an annual bonus target of $10,000, and full benefits. Ideal candidates will have 5 years of professional and related experience including experience supporting C-level or executive level leadership.

Job Description

• Own and optimize the CEO’s calendar, ensuring alignment with company priorities and strategic goals.
• Review and prioritize meeting requests to make the best use of the CEO’s time.
• Protect focus time and balance internal, external, and strategic commitments.
• Ensure meetings are purposeful, with clear agendas, materials, and desired outcomes.
• Serve as a primary gatekeeper, managing calendar access, meeting requests, and inbound inquiries.
• Support management of the CEO’s email inbox, including organizing communications, flagging priorities, and drafting responses as needed.
• Track priorities, action items, and commitments to ensure timely follow-up.
• Provide additional executive support to the CFO and other senior leaders as needed.
• Review, prioritize, and synthesize information to support efficient decision-making.
• Prepare executive summaries and briefing materials in advance of meetings.
• Draft clear, professional communications on behalf of the CEO.
• Serve as a liaison and primary point of contact for internal teams and external stakeholders.
• Track organizational priorities, initiatives, workflows, and deadlines, as well as key performance indicators (KPIs), ensuring progress is monitored and updates are surfaced.
• Help keep work moving by proactively following up with stakeholders, addressing bottlenecks, and coordinating across teams to maintain alignment—without requiring ongoing executive oversight.
• Support onboarding and integration of executives, team members, and administrative staff.
• Identify and implement improvements to processes and executive workflows.
• Manage cadence of recurring meetings (e.g., leadership meetings, 1:1s, planning sessions).
• Prepare agendas, materials, and summaries to ensure meetings are efficient and outcome oriented.
• Coordinate meeting logistics, including room setup and participant readiness.
• Attend key meetings, capture decisions and action items, and ensure follow-through.
• Compile reporting packages, including analysis, charts, and key business insights.
• Conduct research and gather information to support leadership decision-making.
• Anticipate needs and address issues before they arise.
• Maintain awareness of upcoming priorities, risks, and opportunities
• Manage travel, logistics, and expense coordination.
• Coordinate personal scheduling, including family-related commitments.
• Handle sensitive personal and business matters with a high level of discretion.
• Manage personal tasks and logistics to support the CEO’s overall productivity and effectiveness.
• Help manage and elevate the CEO’s outward persona across public and industry channels.
• Own LinkedIn profile management, including content planning, posting, and engagement.
• Identify, coordinate, and schedule speaking engagements and public appearances.
• Partner on thought leadership opportunities that align with company strategy.
• Support internal communications to reinforce culture, clarity, and alignment.
• Coordinate with PR and marketing to ensure consistent messaging and brand positioning.
• Drive improvements in company-wide communication practices and executive visibility.

Job Qualifications

• 5+ years of experience supporting senior executives, preferably a CEO, C-suite leader, President, or company owner, is required.
• Strong proficiency with Microsoft Office (Outlook, Excel, PowerPoint) and Teams.
• Experience managing complex schedules and competing priorities in a fast-paced environment.
• Able to work in office across company headquarters in Ashburn, VA as well as occasionally in Fairfax, VA office.
• Strong written and verbal communication skills.
• Strategic thinking and business acumen.
• Proactive problem-solving.
• Strong interpersonal and relationship-building skills.
• Ownership mindset and accountability.
• Ability to influence without formal authority.
• High level of discretion, professionalism, and attention to detail.
• Sound judgment and the ability to operate independently.