Administrative Assistant - Executive Level

Job Description

FlexStaff is seeking a highly organized Administrative Assistant for our client, a respected organization within the financial services sector, located in Washington, DC. This person will support four executives in a fast-paced professional environment. This role requires exceptional attention to detail, sound judgment, strong communication skills, and the ability to manage competing priorities with professionalism and discretion.

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Full-time, permanent position

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Hours: 9:00am-6:00pm, onsite (after 60 days, option to work remote 2 days / week)

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Location: Washington, DC

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Responsibilities

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• Manage complex calendars for four Managing Directors, including scheduling, conflict resolution, and priority management
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• Proactively track deadlines, commitments, and follow-up items to ensure nothing falls through the cracks
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• Prepare, edit, proofread, and quality-check correspondence, agendas, presentations, meeting materials, and other documents
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• Communicate professionally with senior internal and external stakeholders
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• Coordinate domestic and international travel, including itineraries, logistics, and real-time changes
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• Plan and support meetings, committees, and events, including scheduling, invitations, materials, attendance tracking, and follow-up
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• Capture meeting notes, action items, owners, and deadlines as needed
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• Process expense reports, invoices, and other routine administrative documents
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• Maintain accurate contact lists, stakeholder records, and internal databases
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• Provide general administrative and operational support, including special projects as needed
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Qualifications

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• Bachelor’s degree preferred, with 3+ years of executive or administrative support experience
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• Experience supporting multiple senior leaders in a fast-paced environment strongly preferred
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• Proven ability to manage calendars, workflows, deadlines, and shifting priorities proactively
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• Exceptional attention to detail and commitment to producing accurate, polished work
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• Strong written and verbal communication skills
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• Excellent organizational, time-management, and follow-through skills
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• Ability to work independently, exercise sound judgment, and handle confidential information discreetly
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• Proficiency in Microsoft Outlook, Word, PowerPoint, Excel, and Teams
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• Concur and ProTec experience preferred
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Benefits

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• Medical, Dental, Vision Insurance Plans
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• Life and AD&D Insurance
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• Short-Term and Long-Term Disability Insurance
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• 401(k) with employer contribution
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• Generous paid time off and holidays
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• Eligible to work remotely (up to 2 days per week)
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• Mobile Subsidy
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• Commuter Subsidy
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