Executive Administration and Operations Specialist | Fairfax, VA | On-Site

Job Description

Job Description

Description:

We are seeking a highly organized, proactive, and versatile Executive Assistant to directly support the CEO and President in the day-to-day operations and continued growth of the company.

This position goes beyond traditional executive administrative support. The Executive Assistant will work closely with company leadership and gain hands-on exposure to nearly every aspect of the business, including corporate operations, human resources, talent acquisition, business development, proposals, marketing, social media, website management, quality management, customer engagement, and industry conferences.

The ideal candidate is an excellent writer and communicator who is highly organized, detail-oriented, resourceful, and comfortable taking ownership of a wide variety of assignments. The individual must also be comfortable representing the company professionally with customers, business partners, candidates, employees, and other industry stakeholders.

Executive & Administrative Support

• Provide day-to-day administrative and operational support to the CEO and President.
• Manage calendars, meetings, appointments, travel, correspondence, and follow-up activities.
• Coordinate internal and external meetings with customers, employees, business partners, and vendors.
• Prepare presentations, reports, meeting materials, correspondence, and other executive documents.
• Track executive priorities, action items, deadlines, and company initiatives.
• Maintain organized corporate files, records, trackers, and documentation.
• Handle confidential and sensitive company information with discretion.
• Perform miscellaneous administrative tasks and special projects as assigned.
• Proactively identify outstanding actions and help drive tasks through completion.

Business Development & Proposal Support

• Support business development, capture, and company growth initiatives.
• Research potential customers, opportunities, contracts, competitors, and teaming partners.
• Maintain business development pipelines, contacts, meeting notes, and follow-up activities.
• Coordinate customer and teaming partner meetings.
• Assist with development of proposals, RFIs, capability statements, presentations, and other business development materials.
• Coordinate proposal schedules, contributors, deadlines, and required documentation.
• Draft, edit, proofread, and format professional business materials.
• Maintain corporate resumes, past performance information, capability statements, and reusable proposal content.
• Track action items from business development meetings and ensure timely follow-up.

HR & Talent Acquisition Support

• Support HR and Talent Acquisition with recruiting, onboarding, offboarding, and employee administration.
• Assist with job postings, candidate sourcing, resume reviews, interview scheduling, and candidate communications.
• Coordinate interviews with hiring managers and company leadership.
• Assist with offer and onboarding activities.
• Maintain recruiting and HR trackers and documentation.
• Support employee communications, training, events, and other workforce initiatives.

Conferences, Meetings & Company Representation

• Support leadership with customer meetings, conferences, industry days, networking events, and company functions.
• Coordinate conference registrations, schedules, travel arrangements, meetings, and logistics.
• Attend selected conferences, customer meetings, networking events, and industry functions.
• Professionally represent the company with customers, government representatives, teaming partners, prospective employees, and industry stakeholders.
• Develop a working understanding of the company's capabilities, customers, contracts, and services.
• Assist with conference booths, exhibits, marketing materials, presentations, and capability statements.
• Capture meeting notes, contacts, customer requirements, business intelligence, and follow-up actions.

Marketing, Social Media & Website Support

• Support the company's social media and corporate communications activities.
• Draft and coordinate social media posts regarding company news, contract awards, employee accomplishments, recruiting, certifications, and industry events.
• Assist with maintaining the company's professional social media presence, including LinkedIn.
• Support executive social media and professional communications.
• Maintain a corporate communications and social media calendar.
• Assist with maintaining and updating the company website.
• Ensure website information regarding capabilities, contracts, certifications, leadership, careers, and company news remains current.
• Support development of capability statements, presentations, brochures, graphics, and other marketing materials.
• Help maintain consistent company branding and messaging.

Quality Management System & Corporate Compliance

• Support maintenance and continuous improvement of the company's Quality Management System (QMS).
• Maintain policies, procedures, SOPs, templates, forms, and controlled documentation.
• Support document control, version management, and periodic document reviews.
• Assist with preparation for internal and external audits, assessments, and certification activities.
• Track corrective actions, improvement opportunities, quality objectives, and management action items.
• Coordinate with internal process owners to collect documentation and supporting evidence.
• Maintain training records and other compliance documentation.
• Support management reviews and continuous improvement initiatives.
• Assist with other corporate compliance programs and certifications as required.
• Help maintain an organized and audit-ready corporate environment.

Requirements:

Required Qualifications

• Must be local to Fairfax, Virginia, or the surrounding Northern Virginia area and able to reliably commute to Fairfax.
• Ability to work in person in Fairfax based on executive and business needs.
• Bachelor's degree preferred; equivalent professional experience will be considered.
• Strong written and verbal communication skills.
• Excellent writing, editing, proofreading, grammar, and document-development skills.
• Exceptional organizational, prioritization, and time-management skills.
• Strong attention to detail and commitment to producing accurate, professional work.
• Ability to manage multiple priorities, deadlines, and assignments simultaneously.
• Ability to work independently with limited supervision.
• Proactive mindset with the ability to anticipate needs and determine appropriate next steps.
• Strong interpersonal skills and professional presence.
• Comfortable communicating with executives, customers, employees, candidates, and business partners.
• Ability to professionally represent the company at meetings, conferences, and industry events.
• Ability to handle confidential and sensitive business and personnel information.
• Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Comfortable learning new software, business systems, social media platforms, and technology.
• Ability and willingness to perform a broad range of responsibilities, including routine administrative assignments and higher-level business initiatives.
• Willingness to periodically travel for conferences, customer meetings, and company events.

Preferred Qualifications

• Previous experience as an Executive Assistant, Administrative Assistant, Operations Coordinator, Business Operations Specialist, or similar position.
• Experience directly supporting a CEO, President, business owner, or senior executive.
• Experience working in a small, entrepreneurial, or rapidly growing organization.
• Experience supporting HR, recruiting, or Talent Acquisition.
• Experience supporting business development, capture, sales, or proposal development.
• Experience writing or editing professional business communications.
• Experience managing corporate social media or marketing communications.
• Experience maintaining or updating company websites.
• Experience coordinating conferences, customer meetings, or corporate events.
• Familiarity with Quality Management Systems (QMS), ISO standards, SOPs, audits, document control, or corporate compliance.
• Experience within the Federal Government contracting industry is preferred.
• Familiarity with government contracting terminology, RFIs, RFPs, proposals, contract vehicles, and Federal customers is a plus.

Key Skills & Attributes

• Exceptional organization
• Strong professional writing
• Attention to detail
• Executive communication
• Professional judgment and discretion
• Time management and prioritization
• Problem-solving and resourcefulness
• Initiative and accountability
• Relationship building
• Business professionalism
• Adaptability and flexibility
• Ability to learn quickly
• Ability to multitask in a fast-paced environment
• Strong follow-through and ownership mentality

Ideal Candidate

The ideal candidate wants to learn how the business operates, not simply manage an executive's calendar.

We are looking for someone who can move comfortably between scheduling an executive meeting, coordinating an interview, preparing a customer presentation, proofreading a proposal, updating the company website, drafting a LinkedIn post, preparing for an audit, organizing a conference, and completing an unexpected administrative assignment.

This position is well suited for an ambitious individual who wants broad exposure to executive leadership and the opportunity to develop experience across operations, HR, recruiting, business development, proposals, marketing, quality management, and corporate strategy.