Executive Assistant/Office Manager

The Executive Assistant/Office Manager will be responsible for the administrative and organizational management of the Four Inc. Headquarters Office. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible, and will enjoy the administrative challenges of supporting a fast-paced executive team. This individual must be able to function effectively in a variety of roles within a dynamic environment under minimum supervision.

This full-time position resides at our Four Inc. Headquarters in Herndon, VA 40 hours a week.

Key Responsibilities

• Assist Executive Directors with their daily schedules and duties, to include managing their calendars, commitments, and travel arrangements (planning itineraries, developing agendas and meeting materials, reporting expenses, etc.).
• Provide general administrative support to the Four Inc. Executive Management team to include.
  • Calendar maintenance for Executive Management Team
  • Successfully completing requests from multiple managers
  • Arranging meetings and conference calls (including coordination of all meeting logistics, agenda development and meeting materials, etc.);
  • Coordinate meeting room schedules onsite
  • Drafting correspondence and presentations in coordination with Marketing Department
  • Tracking location of all staff daily
• Perform general office/facility management duties to include:
  • Managing inventory of office supplies and kitchen supplies, ordering additional supplies as needed and ensuring costs are approved and appropriately managed;
  • Arranging and supervising building maintenance or office improvements as directed by executive directors.
  • Maintaining office facilities, presentable lobby area, orderly conference rooms, organized supply and kitchen areas, etc.
• Assist with various Human Resource functions to include:
  • Posting position openings to job sites and managing flow of incoming candidate applications; scheduling phone interviews and on-site interviews
  • Ordering background checks on potential new hires;
  • Assisting new employees with orientation to the organization, benefits enrollment, and tax forms
  • Assist with various HR tasks
• Assist and/or Lead Event Management
  • Find locations, request bids, review bids, menu selection
  • Invite attendees, manage invitations
  • Coordinate with vendors

Skills and Experience

• Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines;
• 4 years of solid administrative experience in an office setting;
• Prior experience with small businesses in the IT, federal, or finance field
• Excellent verbal and written communications, networking, and presentation skills
• Excellent organizational skills and attention to detail;
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Personal Characteristics

The successful candidate will be:

• A strategic thinker who is adept at multi-tasking in fast paced environment, able to plan, prioritize, and organize individual and group activities and processes;
• Able to work independently and take initiative within guideline parameters
• Results oriented; hard worker; focused
• An adaptable, flexible problem-solver;
• Team-focused, enjoys working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others; able and willing to assist co-workers if asked
• A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity while cultivating these qualities in others.