The Executive Assistant/Office Manager will be responsible for the administrative and organizational management of the office. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible, and will enjoy the administrative challenges of supporting a fast paced executive team. This individual must be able to function effectively in a variety of roles within a dynamic environment under minimum supervision.
This full-time position resides at our Four Inc. Headquarters in Herndon, VA 40 hours a week.
Assist the Executive Directors with their daily schedule and duties, to include managing their calendars, commitments, and travel arrangements (planning itineraries, developing agendas and meeting materials, reporting expenses, etc.).
Provide general administrative support to the Four Inc. Executive Management team to include.
Maintain up to the minute calendars for all Executive Management Team
Successfully completing requests from a multiple superiors
Arranging meetings and conference calls (including coordinating all meeting logistics, developing agendas and meeting materials, etc.);
Coordinate meeting room schedules onsite
Drafting correspondence and presentations in coordination with our Marketing Department
Tracking whereabouts of staff daily
Perform general office/facilities management duties to include:
Managing the inventory of office supplies, kitchen supplies, ordering additional supplies as needed and ensuring that costs are approved and appropriately managed;
Arranging for and supervising building maintenance or office improvements as directed the Executive Management Team
Maintaining office facilities
Assist with various Human Resources functions to include:
Posting position openings to job sites and managing flow of incoming candidate applications; scheduling phone interviews and on-site interviews
Ordering background checks on potential new hires;
Assisting new employees with their orientation to the organization, benefits enrollment, and tax forms
Assist with various HR tasks
Assist and/or Lead Event Management
Find locations, request bids, review bids, menu selection
Invite attendees, manage invitations
Coordinate with vendors
Skills and Experience
Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines;
4+ years of solid executive administrative experience in an office setting;
Prior experience with government contracting in the IT, Federal, or Finance field
Excellent verbal and written communications, networking, and presentation skills
Excellent organizational skills and attention to detail;
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Prior HR experience a plus
The successful candidate will be:
A strategic thinker who is adept at multi-tasking in fast paced environment, able to plan, prioritize, and organize individual and group activities and processes;
Able to work independently and take initiative within guideline parameters
Results oriented; hard worker; focused
An adaptable, flexible problem-solver;
Team-focused, enjoys working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others; able and willing to assist co-workers if asked
A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others.