Executive Assistant

 Job Title: Executive Assistant
Location: McLean, VA (Onsite)
Working Hours: 8 AM – 5 PM

Job Summary
This role is responsible for independently managing front desk operations, providing high-level executive support, and executing U.S. HR administrative processes, including payroll preparation and benefits coordination. The role requires a high level of ownership, discretion, accuracy, and the ability to follow established processes with minimal supervision.

Key Responsibilities

Office Manager

• Serve as the primary point of contact for all visitors and office-related inquiries
• Manage calls, emails, and front desk operations without supervision
• Monitor and manage the company’s general mailbox, ensuring timely responses and proper routing of emails
• Maintain office supplies, meeting rooms, and day-to-day office organization
• Handle administrative requests independently and ensure timely completion

Executive Support

• Manage complex calendars for senior executives, including scheduling meetings, resolving conflicts, and prioritizing appointments
• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and itineraries
• Prepare and process expense reports on behalf of executives in a timely and accurate manner
• Draft, proofread, and format executive correspondence, presentations, and reports
• Act as a liaison between executives and internal/external stakeholders, ensuring clear and professional communication
• Handle confidential information with the utmost discretion and professionalism
• Anticipate executive needs and proactively manage priorities to support effective time management
• Coordinate logistics for leadership meetings, including agendas, materials, and follow-up action items

Payroll Administration

•  Responsible for preparing accurate payroll inputs via Paylocity
• Track and validate employee hours, PTO, and payroll changes (new hires, terminations, adjustments)
• Ensure all payroll data is complete, accurate, and submitted within deadlines
• Follow payroll checklists and processes without dependency on HR
• Coordinate directly with management for approvals when required

Benefits Administration (Direct Ownership with TPA)

• Act as the primary point of contact with Third-Party Administrators (TPAs)
• Manage benefits enrollment, changes, and employee inquiries independently
• Maintain accurate and up-to-date benefits records
• Execute open enrollment processes based on predefined guidelines
• Resolve routine benefits issues without escalation

Employee Lifecycle Administration

• Execute onboarding and offboarding processes end-to-end using established templates and checklists
• Ensure all documentation is completed, filed, and tracked accurately
• Coordinate system access and required documentation without delays
• Maintain organized and audit-ready employee records

HR Systems, Compliance & Data Accuracy

• Maintain 100% accuracy of employee data in systems and trackers
• Update all changes (compensation, title, status) in a timely manner
• Generate basic reports when required using existing templates
• Collaborate with 3rd party firm to ensure adherence to applicable states-level employment regulations by following established compliance processes and checklists

• Flag any potential compliance risks or discrepancies to management when identified

Order Management 

• Support sales activities for assigned Federal clients by ensuring all documentation is accurate and complete 

• Assist with quote preparation, bid documentation, and processing of federal client purchase orders 

• Track and manage order-related requests, ensuring proper routing, follow-up, and resolution of basic issues 

• Coordinate with sales, finance, and logistics teams to ensure timely order fulfillment 

• Maintain organized, complete, and audit-ready order records and documentation 

Operating Approach

• This role is expected to manage day-to-day responsibilities independently using established processes, templates, and checklists
• Routine payroll, benefits, and administrative tasks should be handled end-to-end within the role including collaborating with 3^rd party firms. 
• The role should proactively coordinate with relevant stakeholders to ensure deadlines are met
• Matters requiring alignment include
  • Policy exceptions
  • Compliance-related concerns
  • System or process issues impacting task completion
• The role is accountable for maintaining accuracy, meeting deadlines, and ensuring smooth execution of all assigned responsibilities

Qualifications

• 2-3 years of experience as an executive assistant, administrative, or HR support role
• Prior experience supporting C-suite or senior-level executives
• Basic understanding of U.S. payroll and benefits processes
• Strong attention to detail, accountability, and discretion
• Ability to follow structured processes independently and manage competing priorities

Key Competencies

• Discretion and confidentiality
• Strong organizational and time management skills
• Professional communication and stakeholder management
• Proactive problem-solving and anticipation of executive needs