Executive Admin Specialist - Fast-Paced Leadership Support

Spotless Brands; Herndon (VA); On-site; USD 36,000 - 41,000; Full time

Job summary

Spotless Brands in Herndon, VA is seeking an Administrative Assistant to deliver high-level support to a department leader. The role focuses on calendar management, travel coordination, and the preparation of reports, memos, and presentations.

The ideal candidate is highly organized, discreet with confidential information, and proficient in Microsoft Office. Two+ years of admin experience in fast-paced environments is preferred, with a valid driver's license for occasional errands.

Qualifications

• Must have a High School Diploma or equivalent; associate or bachelor’s degree preferred.
• Minimum of 2 years of administrative support experience; prior experience supporting senior leadership strongly preferred.
• Experience in multi-site, operational, or fast-paced environment preferred.
• Valid driver’s license may be required for occasional errands or meeting support.
• Must be able to successfully pass a background check in accordance with company policies and applicable laws.

Responsibilities

• Manage and maintain the Designated Department Leader’s calendar, including scheduling meetings, appointments, and travel arrangements
• Prepare, edit, and distribute internal and external communications such as reports, memos, emails, and presentations
• Assist with the coordination of department-wide initiatives, project tracking, and follow-ups
• Serve as a liaison between the Designated Department Leader and internal teams, vendors, or external stakeholders
• Organize, compile, and maintain department files and records, both digital and physical
• Process expense reports, purchase orders, and invoice approvals in compliance with company policies
• Support coordination of meetings, including agenda preparation, meeting logistics, note-taking, and action item tracking
• Maintain confidentiality and handle sensitive information with integrity
• Provide general administrative support and perform additional duties as assigned
• Ability to adapt quickly to new technologies, platforms, and processes
• Other duties as assigned

Skills

Calendar management

Travel coordination

Communication skills

Organizational skills

Data entry accuracy

Multitasking

Discretion & integrity

Team collaboration

Education

High School Diploma or equivalent; associate or bachelor’s degree preferred

Tools

Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)

Job description

Spotless Brands in Herndon, VA is seeking an Administrative Assistant to deliver high-level support to a department leader. The role focuses on calendar management, travel coordination, and the preparation of reports, memos, and presentations.

The ideal candidate is highly organized, discreet with confidential information, and proficient in Microsoft Office. Two+ years of admin experience in fast-paced environments is preferred, with a valid driver's license for occasional errands.