Executive Assistant & Operations Coordinator

Executive Assistant & Operations Coordinator MC3 Design McLean, VA | Hybrid (Mon/Fri Remote, Tues-Thurs In Office) | Full-Time Executive Support | Operations Coordination | Project Administration About MC3 Design MC3 Design is a growing family-owned architecture and design-build firm focused on delivering exceptional high-end residential and commercial projects. We are known for our commitment to luxury standards, innovative thinking, strong client relationships, and a collaborative team culture. We believe great design starts with great operations. That is why we are looking for a highly proactive Executive & Operations Assistant who can help create structure, protect momentum, and support the CEO and team at a high level. This position is ideal for someone who thrives on anticipation, organization, problem-solving, and keeping both business and personal operations running seamlessly. Position Overview The Executive & Operations Assistant will serve as the operational right hand to the CEO, acting as a gatekeeper, logistics coordinator, and day-to-day problem solver. This role blends executive support, operational coordination, project administration, and personal assistance responsibilities. The ideal candidate is highly organized, detail-oriented, tech-savvy, and able to operate with professionalism, discretion, and urgency in a fast-paced environment. Key Responsibilities Executive Strategy & Communication Manage the CEO's inbox and calendar with strong prioritization and time protection Draft professional, tone-matched email responses for CEO review Maintain timely follow-ups and communication tracking Coordinate client consultations, site visits, and internal meetings Ensure meeting documentation and project materials are prepared in advance Operations Support & Project Coordination Maintain accurate project data and file organization within JobTread or similar project management platforms Audit project records, contact information, and documentation regularly for accuracy Assist with permit application administration and status tracking with local jurisdictions Support project accounting tasks including receipt capture and expense reporting Coordinate project samples, client gifts, returns, and purchasing logistics Personal & Lifestyle Management Coordinate home and office vendors, maintenance, deliveries, and service appointments Manage personal appointments and travel arrangements for the CEO Handle miscellaneous personal and operational tasks with discretion and efficiency Help create an environment that allows the CEO to remain focused on company growth and project excellence Qualifications US work authorization required 3+ years of experience in an Executive Assistant, Operations Assistant, or high-level administrative support role Experience supporting executives in architecture, construction, design-build, or luxury service industries strongly preferred Strong proficiency with Google Workspace Experience with JobTread or similar construction/project management software preferred Excellent written and verbal communication skills Strong organizational skills with exceptional attention to detail Ability to manage confidential information professionally Undergraduate degree preferred, but equivalent experience will also be considered What We're Looking For The right person for this role is: Highly proactive and self-directed Calm under pressure and adaptable in a fast-moving environment Naturally organized and process-oriented Comfortable acting as a gatekeeper and buffer for executive priorities Resourceful, dependable, and solutions-focused Someone who notices what needs to be done before being asked Compensation & Schedule Salary Range: $60,000-$85,000 annually, depending on experience Hybrid Schedule: Monday & Friday Remote; Tuesday to Thursday In-office Opportunity for long-term growth within a growing design-build firm Why Join MC3 Design? At MC3 Design, you will be part of a collaborative, relationship-driven team that values quality, accountability, flexibility, and professional growth. This role offers the opportunity to make a direct impact on the efficiency and success of a growing company while working closely with leadership in a high-trust environment. MC3 Design is an equal opportunity employer and values professionalism, collaboration, and diversity within our team. #J-18808-Ljbffr EmergencyMD