Administrative Assistant

Job Description

Job Description

Job SummaryOPSPro specializes in providing small businesses and government contractors with compliance and operational support to include HR, Payroll, Accounting, Contracting, and IT.We are hiring a high-accountability, high-ownership operator to act as the right hand to the CEO of a growing company. This is not a traditional Administrative Assistant role. This role owns the execution layer across the CEO's business and personal life, while also providing executive support to the Senior Director of Business Operations (based in Denver). You will ensure nothing falls through the cracks across leadership, operations, events, and logistics. You will be trusted to think ahead, solve problems, manage complexity, and operate with full ownership across a wide range of responsibilities. Essential Duties and Responsibilities: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. Executive Support and Calendar Ownership (CEO + Sr. Director, Denver)Fully manage and optimize calendars, priorities, and commitmentsCoordinate across time zones and leadership schedulesProactively identify conflicts, gaps, and opportunitiesPrepare leadership for meetings, events, and key interactionsTrack follow-ups and ensure nothing is droppedCommunication and CoordinationMonitor and manage communications, commitments, and key channelsDraft responses, follow-ups, and outreachAct as an operational hub between CEO, Sr. Director, team, and external partnersEvents and Client EngagementCoordinate, support, and attend client and industry eventsManage logistics for exhibits, materials, and event setupPrepare leadership for events, including materials and schedulesInteract professionally with clients, partners, and prospectsSupport follow-ups and opportunity tracking post-eventExhibits and Operational LogisticsOwn inventory of exhibit materials and suppliesManage ordering, restocking, packing, and transportCoordinate shipments and local deliveryHandle local event setup and breakdown when neededTravel and Personal LogisticsPlan and manage end-to-end travel (business and personal)Coordinate travel for CEO and support logistics for senior leadership as neededBuild detailed itineraries and ensure smooth executionRun local errands, pickups, and time-sensitive logisticsEnsure the CEO is fully prepared at all times HR and Internal Operations SupportCoordinate onboarding and offboardingManage HR administration (documents, tracking, systems)Maintain organized employee records and internal processesSupport coordination with payroll and benefits providersExpense and Operational TrackingTrack expenses and ensure accuracy and organizationMaintain proper documentation and follow-throughOpportunity Tracking and AccountabilitySurface relevant opportunities, events, and connectionsHelp maintain focus on priorities across leadershipAct as an accountability partner to ensure execution stays on track  QualificationsExperience in client services, operations, or sales coordination preferred.Proficiency with workflow management tools (e.g., Bigin, SharePoint, Zoho).Ability to develop and document processes.Customer-focused mindset with a commitment to improving client experience.Strong organizational and communication skills.Strong problem solving and critical thinking skillsStrong attention to detailRequired Skills:Based within 15–20 minutes of Ashburn, VA (20148)5–10+ years of experience supporting Senior ExecutivesOffice manager with HR and operations responsibilitiesExperience supporting multiple executives is a plusStrong organizational and communication skillsExperience managing calendars, logistics, and competing prioritiesAbility to run errands and handle in-person logisticsMust have reliable transportationWillingness to travel within the United States as needed Benefits:Medical, Dental & VisionFSAHSALife Insurance401kPTOEducation ReimbursementMinimum Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.Diversity - Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences; promotes a harassment-free environment; builds a diverse workforce.Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.Strategic Thinking - Develops strategies to achieve organizational goals; understands organization's strengths & weaknesses; analyzes market and competition; identifies external threats and opportunities; adapts strategy to changing conditions.Planning/Organizing - Prioritize and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.Innovation - Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas; presents ideas and information in a manner that gets others' attention.Qualifications - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Language Skills - Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, proposals, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.Mathematical Skills - Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.Reasoning Ability - Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to question activities and issues in all functional areas and make sound business decisions based on that data.Physical Demands - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit, talk, type or hear. The employee is frequently required to walk; use hands to finger, handle, or feel and reach with hands and arms.Work Environment - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The employee will normally work in a temperature-controlled office environment, with frequent exposure to electronic office equipment. OPSPro is an EEO employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or any other applicable legally protected characteristics. OPSPro participates in the E-Verify Employment Verification Program.This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. OPSPro makes hiring decisions based solely on qualifications, merit, and business needs.