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Executive Assistant and Office Manager

  • Location McLean, VA
  • Category Administration
  • Date Posted 07/28/2022
  • Type Direct Hire
  • Commitment Full-time/Flex
  • Job ID #4674

Property Management company with its head office in McLean, VA needs an Executive Assistant and Office Manager to report to their President.

Hours/Schedule: Full-time, flexible

 

Job Type: Direct Hire

 

Location Requirements: Hybrid – three days on site in McLean and two remote.

Rate: $70-80k plus excellent benefits

Job Description: Executive level administrative support

Responsibilities:

  • Responsible for executive leaders’ calendar, meetings and schedules
  • Assist special projects to include planning and coordinating multiple presentations, disseminating information and organized events
  • Coordination of Travel, Itineraries and expenses
  • Office logistics, coordination and IT related issues for Offices, Employees and Supported Vendors
  • Vendor relations on and follow-up on complex, oral and written research
  • Coordinates materials for annual owner meetings. Provide administrative support as it relates to
  • owner meetings or activities
  • Overseeing the administration team by coaching & mentoring
  • Organizes company meetings, board meetings, or events by arranging meeting space, coordinating IT needs, issuing information or invitations, coordinating caterers and controlling the event budget
  • Prepares expense reports for reimbursements
  • Manages and reconciles corporate credit card
  • Maintains and publishes monthly executive calendar
  • Orders kitchen and office supplies
  • Maintains the office condition and equipment
  • Manages contract and price negotiations with office vendors and service providers
  • Creates and manages all shipments
  • Managers file system and storage inventory
  • Assists with employee onboarding
  • Maintains confidentiality of all corporate, personnel and research matters
  • Tracks employee birthdays and coordinates gifts, cards, and celebrations
  • Coordinate building maintenance
  • Provide office management support; including managing office visitors, ensuring the meeting and
  • break rooms are tidy and answering the main office line in reception area.
  • Performs necessary projects to achieve the organization’s mission
  • Creates and maintains spreadsheets and reports for executive leaders
  • Function as a super user for the electronic filing system

 

Qualifications:

  • Bachelor’s degree (BA, BS, etc.)
  • 5+ years Administrative experience supporting upper-level management in a for-profit environment.
  • Prior property management is preferred
  • Ability to perform tasks independently and communicate professionally
  • Ability to maintain strictest of confidentiality
  • Ability to Engage with internal/external stakeholders to ensure a positive brand experience
  • Ability to verbally communicate effectively with many different members of staff from Sr. Leaders to vendors
  • Must possess the highest level of work ethics and integrity with the ability to maintain confidential information; demonstrated level of discretion in handling privileged information
  • Proactive in anticipating business and administrative needs
  • Must possess a strong administrative and organizational skills with the ability to be proactive in completing assignments and job responsibilities with minimal supervision
  • Must possess superior writing skills with ability to write, edit, and manage correspondence at executive levels
  • Experiences in managing a busy calendar, making travel arrangements and managing expense reports
  • Strong experience in Microsoft Offices, including Outlook, Word, Excel and PowerPoint.
  • Must be flexible and a self-starter
  • Vaccination required

 

 

FlexProfessionals respects and seeks to empower each individual and support the diverse cultures, perspectives, skills and experiences of its candidate network. FlexProfessionals does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. The candidates whose resumes are shared with our business clients are selected on the basis of qualifications, merit, and business need.