Executive Assistant

Executive Assistant
Location: Vienna, VA (Full-time on site)
Pay Rate: Open to Both C2C and W2 options
Position Type: Contract

Position Summary
We are seeking a highly experienced, polished, and proactive Executive Assistant to provide dedicated support to the VP Planning & Optimization. This six-month contractor role requires an individual who can operate with a high degree of professionalism, discretion, urgency, and independent judgment in a fast-paced executive environment. The ideal candidate will have extensive experience supporting senior executives, preferably in a large, complex, highly matrixed organization. This individual must be highly organized, detail-oriented, resourceful, and comfortable managing competing priorities while maintaining strong follow-through and con?dentiality.

This role is best suited for someone who understands executive-level support is not only administrative, but also operationally critical. The Executive Assistant will help ensure the VP Planning & Optimization is prepared, organized, and able to focus on strategic priorities by managing calendars, communications, meeting logistics, travel, expenses, materials, and day-to-day coordination across internal and external stakeholders.

Key Responsibilities
Executive Calendar and Time Management
• Manage a complex and dynamic executive calendar, ensuring the VP Planning & Optimization's time is prioritized effectively and aligned to business needs
• Anticipate scheduling con?icts, resolve issues proactively, and ensure the executive is prepared for upcoming meetings, events, and deliverables
• Coordinate meetings across senior leaders, internal teams, external partners, vendors, and other stakeholders
• Apply sound judgment when prioritizing requests, escalating urgent matters, and protecting time for high-priority work

Meeting Coordination and Preparation
• Plan and coordinate executive meetings, leadership discussions, vendor meetings, and cross-functional working sessions
• Prepare agendas, organize materials, capture notes or action items when needed, and ensure follow-up items are tracked to completion
• Partner with internal teams to gather and organize materials for meetings, presentations, brie?ngs, and executive updates
• Ensure the VP Planning & Optimization has the right information, context, and materials in advance of key meetings

Communication and Stakeholder Support
• Serve as a professional and trusted point of contact for internal and external stakeholders
• Draft, review, proofread, and format correspondence, meeting materials, and other executive communications as needed
• Handle sensitive information with the highest level of con?dentiality and discretion
• Represent Procurement & Vendor Management with professionalism, responsiveness, and sound judgment

Travel, Expense, and Administrative Support
• Coordinate domestic travel arrangements, including ?ights, lodging, transportation, itineraries, and meeting logistics
• Prepare and submit expense reports accurately and in a timely manner
• Support administrative processes, including purchase requests, invoices, vendor coordination, onboarding logistics, and other operational needs as required
• Maintain organized records, ?les, contact lists, distribution lists, and relevant documentation

Operational and Project Coordination
• Support the VP Planning & Optimization by tracking priorities, deadlines, action items, and follow-ups across key workstreams
• Assist with coordination of procurement-related meetings, leadership routines, vendor engagements, and internal business reviews
• Help organize information and maintain visibility into commitments, decisions, and pending items
• Identify opportunities to improve administrative processes, increase efficiency, and create smoother day-to-day operations for the executive

Required Quali?cations
• Minimum of 7 to 10 years of experience providing executive-level administrative support,
preferably to a senior executive, C-suite leader, or equivalent
• Demonstrated experience managing complex calendars, competing priorities, con?dential information, and senior-level stakeholder interactions
• Strong pro?ciency with Microsoft Office applications, including Outlook, Teams, Word, Excel, and PowerPoint
• Excellent written and verbal communication skills, with strong attention to detail and professional polish
• Ability to work independently, anticipate needs, solve problems, and make sound decisions with limited direction
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously
• High degree of discretion, integrity, and professionalism when handling sensitive or con?dential matters
• Experience supporting executives in a large corporate, ?nancial services, procurement, supply chain, vendor management, or similarly complex environment preferred

Preferred Quali?cations
• Prior experience supporting a VP or other senior operations-focused executive
• Experience working with procurement, vendor management, sourcing, contracts, or third-party risk teams
• Familiarity with tools such as Concur, ServiceNow, SharePoint, SAP, Oracle, or similar enterprise systems
• Experience coordinating executive meetings with external vendors, consultants, legal partners, or senior business leaders
• Ability to quickly learn organizational norms, stakeholder relationships, and executive preferences

Key Competencies
The successful candidate will demonstrate:
• Strong executive presence and professionalism
• High attention to detail
• Exceptional organization and follow-through
• Ability to anticipate needs before being asked
• Sound judgment and discretion
• Clear, concise communication
• Comfort operating in ambiguity
• Responsiveness and reliability
• Ability to build trust quickly with executives and stakeholders
• A service-oriented mindset with the con?dence to manage up appropriately

Success in This Role Looks Like
• The VP’s calendar, meetings, travel, and day-to-day priorities are managed smoothly and proactively
• The executive is consistently prepared for meetings and key deliverables
• Stakeholders experience timely, professional, and clear coordination
• Administrative processes are handled accurately and with minimal follow-up required
• Con?dential information is managed appropriately and discreetly
• The contractor quickly becomes a trusted, reliable extension of the VP's office during the six-month assignment

Ref: #851-Rockville-S1