Program Executive Administrative Assistant

Job Overview

We are seeking a dynamic and highly organized Program Executive Administrative Assistant to support our senior leadership team. This role is vital in ensuring seamless daily operations, efficient project coordination, and effective communication across departments. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, technical proficiency, and a proactive approach to administrative support. By managing schedules, coordinating events, and handling confidential information with discretion, you will play a key role in enabling our executives to focus on strategic initiatives and organizational growth.

Responsibilities

• Manage and coordinate complex calendars for C-suite executives, including scheduling meetings, appointments, and business travel arrangements using Microsoft Outlook Calendar and other productivity software.
• Provide comprehensive administrative support such as drafting correspondence, proofreading documents, transcribing notes, and preparing reports with precision and attention to detail.
• Organize and facilitate internal and external events, including logistics planning, venue arrangements, catering coordination, and post-event follow-up.
• Handle phone etiquette professionally while managing multi-line phone systems and responding promptly to inquiries from clients, partners, and team members.
• Maintain confidentiality by securely handling sensitive information related to business operations and personnel matters.
• Assist with bookkeeping tasks using QuickBooks or similar accounting software; perform data entry, invoicing, expense tracking, and basic bookkeeping duties.
• Support project coordination efforts by tracking deadlines, preparing status reports, and collaborating with teams to ensure timely completion of initiatives.
• Prepare business travel itineraries and manage related documentation using tools like DocuSign for approvals; coordinate transportation and accommodation arrangements as needed.

Skills

• Proven experience in office management or executive administrative support within a professional environment.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and productivity tools such as video conferencing software (e.g., Zoom or Teams).
• Excellent organizational skills with the ability to prioritize tasks efficiently in a multitasking environment.
• Exceptional written communication skills for proofreading documents and creating clear correspondence.
• Demonstrated ability to handle confidential information with integrity and discretion.
• Skilled in event planning from conception through execution to ensure successful meetings or organizational functions.
• Experience with project management tools or methodologies to assist in coordinating multiple projects simultaneously.
• Effective collaboration skills for working closely with C-suite executives and cross-functional teams.
• Strong typing speed combined with accurate data entry abilities; familiarity with multi-line phone systems and office equipment.
• Technical proficiency in bookkeeping software like QuickBooks; knowledge of business travel logistics; familiarity with electronic signature platforms such as DocuSign.

Join us as a Program Executive Administrative Assistant where your organizational expertise will empower our leadership team to achieve strategic goals while fostering an efficient, collaborative work environment!

1 YEAR ASSIGNMENT WITH POTENTIAL TO EXTEND FOR FOUR YEARS*

Pay: $45.00 - $55.00 per hour

Expected hours: No less than 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Education:

• Bachelor's (Preferred)

Ability to Commute:

• Washington, DC 20201 (Preferred)

Work Location: In person