Executive Assistant

Job Description

Job Description

We are looking for an experienced Executive Assistant to provide high-level administrative and operational support for senior leadership in Virginia. This contract-to-permanent position is ideal for an experienced, detail-oriented candidate who can manage complex schedules, coordinate meetings and events, and serve as a dependable point of contact across departments. The role also requires strong judgment, excellent communication skills, and the ability to keep office operations organized while supporting reporting, documentation, and departmental initiatives.

Responsibilities:
• Oversee executive calendars, prioritize scheduling needs, and coordinate appointments, meetings, interviews, trainings, and special events with attention to timing and logistics.
• Provide day-to-day support to senior leaders by handling communications, following up with internal teams, and ensuring action items are addressed promptly.
• Organize workshops, seminars, and department events by arranging space, materials, refreshments, attendee support, and equipment readiness before activities begin.
• Maintain office supply inventories and coordinate equipment needs to help the department operate efficiently and without disruption.
• Prepare, review, and process documents, records, and data entries with a strong focus on accuracy, completeness, and quality control.
• Compile information for routine and ad hoc reports that track departmental activities, milestones, and events.
• Assist with reviewing departmental procedures and contribute to updates or new process documentation when operational improvements are needed.
• Serve on committees, task forces, or cross-functional groups as assigned, and act as a liaison with outside agencies when department coordination is required.
• Guide or oversee support staff when needed, including assigning work, monitoring performance, providing training, and contributing to personnel-related recommendations.
• Partner with the Department of Information Technology to communicate department-specific software and system needs, including configuration support when applicable.• 5+ years of experience providing executive-level administrative support, preferably within a government or similarly structured organization.
• Demonstrated success managing complex calendars, coordinating executive meetings, and handling travel arrangements with a high degree of accuracy.
• Strong verbal and written communication skills with the ability to interact professionally with leadership, staff, and external stakeholders.
• Experience planning meetings, trainings, workshops, or special events and ensuring all logistical details are handled effectively.
• Proficiency in reviewing records, maintaining documentation, entering data, and preparing reports in a computerized office environment.
• Ability to lead or supervise support personnel, including work assignment, coaching, and performance-related oversight.
• Strong organizational skills, sound judgment, and the ability to manage multiple priorities in a fast-paced setting.