Administrative Assistant

Jobtailor; Washington (District of Columbia); On-site; USD 60,000 - 90,000; Full time

Job summary

Jobtailor is seeking an experienced administrative professional to support leadership and departments across multiple projects in Washington, DC. The role focuses on calendar management, travel planning, expense reporting, and the creation of presentations and contracts.

You will coordinate onsite and virtual meetings, assist with budgets, and help prepare company communications and materials. Strong MS Office skills, discretion, and ability to handle confidential data are essential, with up to

Qualifications

• 3+ years of administrative experience supporting large teams and/or leadership teams.
• Intermediate to advanced proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams
• Proven experience managing complex calendars and scheduling meetings, appointments, and events in a fast-paced environment
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Exceptional written and verbal communication skills across Microsoft Teams, in-person meetings, email, presentations, meeting minutes, and correspondence
• Experience handling confidential information with sound judgment and discretion
• Willingness to travel up to 15% annually
• Experience tracking expenses and building reports in Excel
• Experience creating and editing presentations in PowerPoint
• Strong project management skills

Responsibilities

• Support key leaders and their departments across projects and initiatives
• Coordinate onsite meetings and virtual engagements
• Manage expense reports with attention to departmental budgets
• Support development of presentations, contracts, and other business materials
• Manage leaders’ calendars, travel arrangements, expense reports, phone support, and email support
• Coordinate company events, including planning, space reservations, catering or branded goods, and invitations
• Assist with company-wide communications, leadership support, meeting coordination, and printed materials
• Manage philanthropic efforts, including vendor coordination and donation check distribution
• Organise personnel information and acquire office equipment, computers, and supplies
• Serve as a super-user for budget management, purchase requisitions, inventory management, and expense reporting systems
• Run monthly budget reports, enter data, and communicate reporting updates
• Maintain electronic files in SharePoint, follow records management requirements, and communicate retention schedules

Skills

Calendar Management

Project Management

Communication Skills

Discretion

Multitasking

Written Communication

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft Teams

SharePoint

Job description

• Support key leaders and their departments across projects and initiatives


• Coordinate onsite meetings and virtual engagements


• Manage expense reports with attention to departmental budgets


• Support development of presentations, contracts, and other business materials


• Manage leaders’ calendars, travel arrangements, expense reports, phone support, and email support


• Coordinate company events, including planning, space reservations, catering or branded goods, and invitations


• Assist with company-wide communications, leadership support, meeting coordination, and printed materials


• Manage philanthropic efforts, including vendor coordination and donation check distribution


• Organise personnel information and acquire office equipment, computers, and supplies


• Serve as a super-user for budget management, purchase requisitions, inventory management, and expense reporting systems


• Run monthly budget reports, enter data, and communicate reporting updates


• Maintain electronic files in SharePoint, follow records management requirements, and communicate retention schedules

Requirements

• 3+ years of administrative experience supporting large teams and/or leadership teams


• Intermediate to advanced proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams


• Proven experience managing complex calendars and scheduling meetings, appointments, and events in a fast-paced environment


• Strong organizational skills with the ability to manage multiple priorities simultaneously


• Exceptional written and verbal communication skills across Microsoft Teams, in-person meetings, email, presentations, meeting minutes, and correspondence


• Experience handling confidential information with sound judgment and discretion


• Willingness to travel up to 15% annually


• Experience tracking expenses and building reports in Excel


• Experience creating and editing presentations in PowerPoint


• Strong project management skills

Core Competencies

Demonstrates strong organizational and project management skills while effectively supporting leadership teams through calendar management, expense tracking, and communication. Proficient in Microsoft Office applications to create presentations and manage budgets in a fast-paced environment.

Highest-signal resume keywords

• Administrative Experience


• Microsoft Office Proficiency


• Calendar Management


• Project Management Skills


• Communication Skills

Hard Skills

• Expense Tracking


• Budget Management


• Presentation Creation


• Data Entry


• Report Building

Soft Skills

• Organizational Skills


• Discretion


• Judgment


• Multitasking


• Written Communication

Industry Keywords

• Meeting Coordination


• Event Planning


• Vendor Coordination


• Personnel Information Management


• Records Management

Tools & Technologies

• Microsoft Word


• Microsoft Excel


• Microsoft PowerPoint


• Microsoft Outlook


• Microsoft Teams


• SharePoint