Administrative Assistant to the CEO

***Great opportunity for a candidate pivoting into a corporate office with this Administrative Assistant to the Chief Executive Officer / Chief of Staff. Administrative candidates from hospitality, medical and other offices are encouraged to apply.***

Position Summary

The Administrative Assistant provides high-level administrative support by conducting research, preparing reports, managing information requests, and performing clerical tasks such as drafting correspondence, arranging conference calls, and scheduling meetings. This role requires strong communication skills, time management, discretion, and the ability to work effectively in a fast-paced environment.

Key Responsibilities

1. Calendar & Scheduling Management

• Manage and update the executive’s schedule, resolving conflicts and prioritizing key meetings.
• Coordinate meetings, conferences, and travel logistics, including itineraries and accommodations.

2. Communication & Correspondence

• Draft, edit, and prepare emails, reports, presentations, and other documents.
• Screen and prioritize incoming calls, emails, and mail.
• Act as a liaison between the executive office and internal departments, board members, and external stakeholders.

3. Meeting & Event Coordination

• Organize and facilitate meetings, including preparing agendas, recording minutes, and following up on action items.
• Support leadership meetings, strategic planning sessions, and company-wide events.
• Assist with coordinating retreats, offsite meetings, and internal functions.

4. Administrative Support

• Handle expense reports, invoices, and budget tracking.
• Maintain accurate and organized filing systems, both electronic and physical.
• Conduct research and compile data to support decision-making and strategic initiatives.

5. Project & Task Management

• Oversee special projects and initiatives as assigned, ensuring timely execution.
• Track deadlines, deliverables, and outstanding tasks to ensure follow-through.

6. Confidentiality & Discretion

• Maintain strict confidentiality when handling sensitive information, including financial data, personnel matters, and business strategies.
• Manage and safeguard proprietary documents, ensuring secure storage and transmission.
• Exercise sound judgment when escalating critical matters to leadership.
• Ensure accuracy and attention to detail in all documentation and communication.

Qualifications & Requirements

Education:

• Bachelor’s degree in Business Administration, Communications, or a related field (or equivalent experience).

Experience:

• 3 years of administrative support experience, preferably assisting senior leaders in a fast-paced or corporate environment.

Skills & Competencies:

• Strong written and verbal communication skills.
• Excellent organizational and time management abilities.
• Proficiency with Microsoft Office Suite, Google Workspace, and other productivity tools.
• High level of attention to detail and accuracy.
• Ability to manage multiple projects simultaneously.
• Proven discretion in handling confidential information.

Working Conditions

• Primarily office-based in Rockville, MD, with occasional schedule flexibility to meet business needs.