Administrative Assistant

Posted 4 days ago

executive mosaicMcLean (VA)

Secretaries and Administrative Assistants, Except Legal, Medical, and Executive Corporate, Subsidiary, and Regional Managing Offices

SENIORITY

Mid

SALARY

$75,000 per year

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About the role

Executive Mosaic is looking for an organized, highly motivated Administrative Assistant to manage daily office tasks and support our President and CEO andthe wider organization. You will help keep our office running smoothly byhandling employee requests, while assisting the President and CEO withcommunications, organizing data, meetings and scheduling. We run a flat organization. Even at our size, the President and CEO receives ahigh volume of inbound email and requests for information, from employees hereand internationally as well as from our membership. The person in this roleneeds to understand how the organization operates well enough to routeinformation, answer what they can, and batch the rest into clear escalationsfor what the President and CEO needs to handle daily, weekly, and monthly. Much of this work is project-shaped rather than a long list of one-off dailytasks. You will be expected to manage efforts with several moving parts andbring them in against a timeline.

Key Responsibilities:

Communication: Help the President and CEO keep email organized and respondto urgent requests. Field inbound questions from employees and members, answerwhat you can, and batch the rest into clear daily, weekly, and monthlyescalations.
Scheduling: Manage the President and CEO's calendar, book appointments, andcoordinate team meetings.
Meeting Support and Action Item Tracking: Attend six recurring weeklymeetings, (Four hours and fifteen minutes in total):Turn the notes from these meetings into clear action items, then track thoseitems week over week as they are delegated across the company and follow upuntil they are closed out. This is the meeting structure as it stands today. We are open to restructuring it if you find a more efficient way to run it.
Calendar Coordination: On Fridays the President and CEO holds one-on-onemeetings with five direct reports. This role does not sit in on those, butschedules around them and keeps the week from colliding.
Meetings: Coordinate the monthly senior manager meeting, including preparingthe documents required.
Travel and Reservations: Assist with travel arrangements and book breakfast, lunch, and dinner reservations.
Project Management: Manage multi-step projects with several moving parts andsee them through to their deadline.
Finance Support: Work with the CFO on financial reporting, and with financestaff on reports and requests that come to the President and CEO. Prepare andcirculate the agenda for the Monday CFO meeting in advance.
Reports: Prepare basic memos and presentations.
Office Supplies: Track inventory and order supplies before stock runs low. Keep the supply closet stocked and organized, and maintain supply levels forthe copy machines, including ink cartridges.
Vendors: Coordinate with outside vendors on office furniture deliveries, printed materials for events, and sponsor materials sent to our office.
Hiring and HR Support: Coordinate interviews and candidate paperwork, including the Clifton Strengths assessments we provide. Make sure theconference room is ready for interviews, or prepare the President and CEO'soffice with the proper documents. Assist the HR office with misc. employeerequests.
Facilities: Act as primary contact with the landlord for buildingmaintenance items.
Events: Work with our events staff on preparations for monthly Potomac Officers Club events and dinner events. Help with event check-ins at a localvenue at least once a month. Some evening hours required.
Company Morale: Plan and run a quarterly event for our entire Virginiastaff. Required
2-3 years of administrative assistant experience.
Ability to take notes in a meeting and turn them into clear, trackableaction items with owners and due dates.
Meeting planning experience. Several of the recurring meetings here dependon this role for agendas, documents, and logistics.
Project management skills. Much of this work involves multi-step effortswith deadlines rather than one-off daily tasks.
Familiarity with AI tools like Open AI and Claude
Highly proficient in Google Workspace and MS Office (Docs, Sheets, Slides).
Excellent verbal and written communication skills.
Ability to keep sensitive data confidential.
Reside within commuting distance of Vienna, VA 22182 and able to workon-site 2-3 days per week, depending on event volume. Preferred
Hands-on experience with Salesforce.com or another large-scale CRM platform.

Compensation & Benefits:

$75,000 per year.
Health, dental, and vision insurance; 401(k) retirement plan; 10 days paidtime off.
Monday-Friday, 8:30 AM-4:30 PM. Remote on non-office days. We hold standingcalls on each weekday, and none on weekends.

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