Executive Administrator & Office Manager

Key Responsibilities: Manage complex calendars for multiple executives, coordinating meetings across internal and external stakeholders. Prioritize scheduling requests and resolve calendar conflicts while balancing changing business needs. Coordinate leadership meetings, offsites, and executive travel arrangements as needed. Prepare meeting materials, agendas, and supporting documentation. Track follow-up actions and help ensure key commitments remain visible and organized. Serve as a trusted point of contact for executives, exercising professionalism and discretion with sensitive information. Manage expense reporting and reconciliation through Concur and DEFCON AI's ERP platform, Unanet. Review expense submissions for accuracy, completeness, and policy compliance. Partner with Finance to resolve discrepancies and ensure timely processing. Maintain organized records of expenses, receipts, and supporting documentation. Support administrative workflows related to purchasing, invoices, and vendor coordination. Serve as the primary point of contact for day-to-day operations of the McLean office. Coordinate mail and package handling. Assist employees with office access, badge/card access requests, and workspace needs. Coordinate office supplies, equipment, and vendor services. Support onboarding and offboarding activities related to office logistics. Help plan and coordinate occasional onsite meetings, team gatherings, and company events.

What Success Looks Like: Executive calendars run smoothly with minimal scheduling conflicts. Expense reports are processed accurately and on time. Leadership teams receive responsive, proactive support. The McLean office remains organized, functional, and welcoming. Employees have a positive onsite experience and can quickly resolve office-related needs. Administrative processes are well organized and scalable as the company grows.

Salary Range: $75,000-$110,000. This represents the typical salary range for this position based on experience, skills, and other factors. We're an Equal Opportunity Employer: You'll receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.