Executive Admin & Travel Coordinator

Airswift; Washington (District of Columbia); On-site; USD 55,000 - 75,000; Full time

Job summary

Airswift, a major Oil and Gas company, is seeking an Administrative Assistant for a 1-year assignment in Washington, DC. The role provides high-quality administrative and operational support to a team of professionals in a fast-paced, collaborative office environment.

Responsibilities include managing calendars, coordinating meetings and travel, handling confidential information, preparing reports and presentations, and supporting records management and vendor coordination.

Qualifications

• Five or more years of experience providing administrative support in a corporate, professional services, or comparable office environment.
• Experience supporting executives, senior leaders, or government-facing professionals.
• Experience handling confidential documents and sensitive information.
• Proficiency with Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, SharePoint, Teams).
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Experience supporting congressional offices, committees, legal, government affairs, regulatory, or corporate governance teams.
• Strong written and verbal communication skills.
• Ability to work independently while remaining aligned with team needs.
• Demonstrated professionalism, sound judgment, and attention to detail.

Responsibilities

• Provide day-to-day administrative support to leaders and team members, enabling efficient operations and effective use of time.
• Manage calendars, schedule internal and external meetings, and coordinate logistics to support collaboration and decision-making.
• Arrange domestic and international travel, including itineraries and expense reporting, in accordance with company policies.
• Process travel and business expenses accurately and on time; monitor and reconcile administrative or miscellaneous expense budgets.
• Prepare, format, and proofread reports, presentations, and correspondence using Microsoft Office tools.
• Organize meetings, events, and conferences, including preparation of materials and follow-up actions.
• Open, distribute, and manage incoming and outgoing correspondence.
• Maintain office supplies and coordinate with vendors as needed to support office operations.
• Support records management activities, ensuring documents are organized, retained, and handled appropriately.
• Handle confidential and sensitive information with professionalism, discretion, and sound judgment.
• Serve as a professional point of contact for internal and external stakeholders, representing the organization in a positive and respectful manner.

Skills

Strong organizational skills

Effective communication

Independent worker

Discretion with confidential info

Travel coordination

Education

Bachelor’s degree in Business, Finance, Accounting, or related field

Equivalent experience

Tools

Microsoft 365

Job description

Airswift, a major Oil and Gas company, is seeking an Administrative Assistant for a 1-year assignment in Washington, DC. The role provides high-quality administrative and operational support to a team of professionals in a fast-paced, collaborative office environment.

Responsibilities include managing calendars, coordinating meetings and travel, handling confidential information, preparing reports and presentations, and supporting records management and vendor coordination.