Administrative Assistant

OPSPro; Ashburn (VA); On-site; USD 70,000 - 110,000; Full time

Benefits offered by this job

Medical, Dental & Vision

FSA

HSA

Life Insurance

401k

PTO

Education Reimbursement

Job summary

OPSPro in Ashburn, VA seeks an experienced Executive Assistant and operations partner to the CEO and Senior Director of Business Operations. This role goes beyond traditional support, owning the execution layer across leadership, events, travel, HR, and logistics to keep critical initiatives on track.

You will manage calendars across time zones, coordinate with external partners, and build processes that prevent gaps. Strong organizational and communication skills are essential.

Qualifications

• 5+ years supporting Senior Executives.
• Experience in client services, operations, or sales coordination.
• Ability to develop and document processes.
• Strong communication and organizational skills.
• Willingness to travel within the United States.

Responsibilities

• Executive Support and Calendar Ownership: Fully manage and optimize calendars, priorities, and commitments across time zones for CEO and Senior Director.
• Communication and Coordination: Monitor communications, draft responses, and act as hub between CEO, leadership, team, and external partners.
• Events and Client Engagement: Coordinate client and industry events, handle logistics, materials, and schedules.
• Exhibits and Operational Logistics: Own inventory of exhibit materials, manage ordering, restocking, packing and transport.
• Travel and Personal Logistics: Plan end-to-end travel and itineraries for CEO and senior leadership.
• HR and Internal Operations Support: Coordinate onboarding/offboarding and HR docs, records, systems.
• Expense and Operational Tracking: Track expenses and maintain documentation.
• Opportunity Tracking and Accountability: Surface opportunities and ensure execution stays on track.

Skills

Executive support

Calendar management

Cross-functional coordination

Travel logistics

Process improvement

Tools

Bigin

SharePoint

Zoho

Job description

OPSPro specializes in providing small businesses and government contractors with compliance and operational support to include HR, Payroll, Accounting, Contracting, and IT. We are hiring a high-accountability, high-ownership operator to act as the right hand to the CEO of a growing company. This is not a traditional Administrative Assistant role. This role owns the execution layer across the CEO's business and personal life, while also providing executive support to the Senior Director of Business Operations (based in Denver). You will ensure nothing falls through the cracks across leadership, operations, events, and logistics. You will be trusted to think ahead, solve problems, manage complexity, and operate with full ownership across a wide range of responsibilities.

Essential Duties and Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Executive Support and Calendar Ownership (CEO + Sr. Director, Denver)

• Fully manage and optimize calendars, priorities, and commitments
• Coordinate across time zones and leadership schedules
• Proactively identify conflicts, gaps, and opportunities
• Prepare leadership for meetings, events, and key interactions
• Track follow-ups and ensure nothing is dropped

Communication and Coordination

• Monitor and manage communications, commitments, and key channels
• Draft responses, follow-ups, and outreach
• Act as an operational hub between CEO, Sr. Director, team, and external partners

Events and Client Engagement

• Coordinate, support, and attend client and industry events
• Manage logistics for exhibits, materials, and event setup
• Prepare leadership for events, including materials and schedules
• Interact professionally with clients, partners, and prospects
• Support follow-ups and opportunity tracking post-event

Exhibits and Operational Logistics

• Own inventory of exhibit materials and supplies
• Manage ordering, restocking, packing, and transport
• Coordinate shipments and local delivery
• Handle local event setup and breakdown when needed

Travel and Personal Logistics

• Plan and manage end-to-end travel (business and personal)
• Coordinate travel for CEO and support logistics for senior leadership as needed
• Build detailed itineraries and ensure smooth execution
• Run local errands, pickups, and time-sensitive logistics
• Ensure the CEO is fully prepared at all times

HR and Internal Operations Support

• Coordinate onboarding and offboarding
• Manage HR administration (documents, tracking, systems)
• Maintain organized employee records and internal processes
• Support coordination with payroll and benefits providers

Expense and Operational Tracking

• Track expenses and ensure accuracy and organization
• Maintain proper documentation and follow-through

Opportunity Tracking and Accountability

• Surface relevant opportunities, events, and connections
• Help maintain focus on priorities across leadership
• Act as an accountability partner to ensure execution stays on track

Qualifications

• Experience in client services, operations, or sales coordination preferred.
• Proficiency with workflow management tools (e.g., Bigin, SharePoint, Zoho).
• Ability to develop and document processes.
• Customer-focused mindset with a commitment to improving client experience.
• Strong organizational and communication skills.
• Strong problem solving and critical thinking skills
• Strong attention to detail

Required Skills

• Based within 15-20 minutes of Ashburn, VA (20148)
• 5-10+ years of experience supporting Senior Executives
• Office manager with HR and operations responsibilities
• Experience supporting multiple executives is a plus
• Strong organizational and communication skills
• Experience managing calendars, logistics, and competing priorities
• Ability to run errands and handle in-person logistics
• Must have reliable transportation
• Willingness to travel within the United States as needed

Benefits

• Medical, Dental & Vision
• FSA
• HSA
• Life Insurance
• 401k
• PTO
• Education Reimbursement

Minimum Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Problem Solving

Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

Written Communication

Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.

Diversity

Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences; promotes a harassment‑free environment; builds a diverse workforce.

Ethics

Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.

Strategic Thinking

Develops strategies to achieve organizational goals; understands organization's strengths & weaknesses; analyzes market and competition; identifies external threats and opportunities; adapts strategy to changing conditions.

Planning/Organizing

Prioritize and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.

Professionalism

Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.

Innovation

Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas; presents ideas and information in a manner that gets others' attention.

Language Skills

Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, proposals, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills

Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to question activities and issues in all functional areas and make sound business decisions based on that data.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit, talk, type or hear. The employee is frequently required to walk; use hands to finger, handle, or feel and reach with hands and arms.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The employee will normally work in a temperature-controlled office environment, with frequent exposure to electronic office equipment.

OPSPro is an EEO employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or any other applicable legally protected characteristics. OPSPro participates in the E-Verify Employment Verification Program.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. OPSPro makes hiring decisions based solely on qualifications, merit, and business needs.