Executive Administrator

AINS LLC DBA OPEXUS; Oregon; Hybrid; USD 65,000 - 90,000; Full time

Job summary

Casepoint is seeking an Executive Administrator to provide high-quality administrative support to the Executive Leadership Team. The role manages complex calendars, travel, expenses, and events in a fast-paced environment.

You will coordinate meetings, prepare materials, and handle confidential information while collaborating across functions and with external partners. This position supports company-wide efficiency and stakeholder service, with remote-work eligibility but requires proximity to

Qualifications

• Typically requires 5–8 years of relevant experience in executive administration or related fields.
• Bachelor’s degree or equivalent combination of education and experience preferred.

Responsibilities

• Provide day-to-day administrative support to Executive Leadership Team.
• Manage complex executive calendars and coordinate meetings, invitations, scheduling, meeting spaces, logistics, and virtual meeting details.
• Coordinate domestic and international travel, including flights, accommodations, ground transportation, itineraries, and changes.
• Prepare, submit, and track executive expense reports according to policies.
• Plan and coordinate leadership meetings, team gatherings, company events, and executive-sponsored activities.
• Coordinate with internal teams, external partners, vendors regarding schedules, logistics, and follow-up.

Skills

Executive calendar management

Travel coordination

Expense management

Meeting & event coordination

Microsoft Outlook & Teams

Microsoft Word, Excel, PowerPoint

Administrative documentation

Scheduling & priority management

Administrative process improvement

Education

Bachelor’s degree in Business Administration, Communications, Management

Tools

Outlook

Teams

Microsoft 365

Job description

Job Information

Job Title: Executive Administrator

Job Family: Executive Administration

Level: Professional

This position is eligible for remote work; however, the successful candidate must reside within commuting distance of the Tysons, VA area and be available to attend occasional in-person meetings, team events, and collaborative working sessions as business needs require.

Role Purpose

The Executive Administrator provides high-quality administrative and operational support to members of the Executive Leadership Team, helping executives manage competing priorities and remain focused on the organization's highest-impact work. The role coordinates complex calendars, travel, expenses, meetings, events, materials, and day-to-day administrative activities in a fast-moving environment.

The Executive Administrator works across the organization and with external partners to coordinate schedules, logistics, communications, and follow-up activities. Through strong organization, proactive problem solving, and attention to detail, this role helps create an efficient and consistent operating experience for executives and the stakeholders who interact with them.

Key Responsibilities

• Provide day-to-day administrative support to members of the Executive Leadership Team while balancing multiple priorities and deadlines.
• Manage complex executive calendars and coordinate meetings, invitations, scheduling, meeting spaces, logistics, and virtual meeting details.
• Coordinate domestic and international travel, including flights, accommodations, ground transportation, itineraries, and travel changes.
• Prepare, submit, and track executive expense reports accurately and according to established policies and timelines.
• Plan and coordinate leadership meetings, team gatherings, company events, and other executive-sponsored activities from initial planning through execution.
• Coordinate with internal teams, external partners, vendors, and other contacts regarding schedules, logistics, and follow-up activities.
• Prepare meeting materials, agendas, itineraries, and other administrative documentation.
• Handle executive communications and business information with appropriate confidentiality and discretion.
• Proactively identify calendar conflicts, logistical challenges, changing priorities, and administrative needs and work toward practical resolutions.
• Ensure executives have appropriate materials and administrative information available when needed.
• Help improve administrative processes and ways of working that increase Executive Leadership Team efficiency and effectiveness.
• Provide responsive and professional coordination for employees, customers, candidates, partners, vendors, and other stakeholders interacting with executive leadership.

Experience and Qualifications

Typically requires 5–8 years of relevant experience in executive administration, executive support, administrative operations, business operations, or a related discipline, including experience supporting senior or executive-level leaders.

Bachelor’s degree in Business Administration, Communications, Management, or a related field preferred; equivalent combination of education and relevant professional experience may be considered.

Scope & Impact

Ownership: Owns assigned executive calendars, meeting coordination, travel administration, expense processing, executive materials, event logistics, administrative documentation, and day-to-day administrative support activities. Proactively identifies administrative and logistical needs and helps improve processes that enable the Executive Leadership Team to operate effectively.

Key Partners: Executive Leadership Team members, People/HR, Finance, Sales, Marketing, Legal, IT, other business teams, external vendors, partners, venues, and executive contacts.

Decision-Making: Independently manages administrative priorities and addresses scheduling conflicts, logistical challenges, and changing requirements within the role's scope. Uses judgment when coordinating competing priorities and handling confidential or sensitive business information.

Organizational Impact: Directly supports Executive Leadership Team effectiveness by providing the coordination, information, and logistical support leaders need to use their time effectively. The role also helps create a consistent and well-organized experience for internal and external stakeholders interacting with executive leadership.

Success Measures

Executive calendars, travel arrangements, and expense reports are accurate and completed on schedule.

Leadership meetings and events are effectively coordinated, with logistical requirements addressed proactively.

Scheduling conflicts and changing priorities are resolved quickly and communicated clearly.

Executive leaders have necessary administrative information and materials available when needed.

Employees, customers, candidates, partners, vendors, and other stakeholders receive responsive and professional coordination.

Administrative processes become increasingly efficient, consistent, and scalable.

Skills & Competencies

Technical Skills

• Executive calendar management
• Domestic and international travel coordination
• Expense administration and tracking
• Meeting and event coordination
• Microsoft Outlook and Teams
• Microsoft Word, Excel, and PowerPoint
• Administrative documentation
• Executive meeting logistics
• Scheduling and priority management
• Administrative process improvement

Functional Knowledge

• Executive administration
• Calendar and schedule management
• Travel administration
• Expense management
• Meeting and event logistics
• Executive communications support
• Confidential information handling
• Cross-functional coordination
• Stakeholder service
• Administrative process improvement

About Casepoint:

Casepoint empowers government agencies and enterprises to discover, secure, and activate defensible insights with confidence across their most critical legal, regulatory, and compliance workflows. From global enterprises to major federal agencies, including the Department of War, organizations rely on Casepoint to unify legal hold, eDiscovery, investigations, FOIA, regulatory, and compliance response together in one secure platform.

Built on an award-winning, cloud-native foundation with FedRAMP® High and DOD Impact Levels 5 (IL5) and 6 (IL6) authorizations, Casepoint combines purpose-built workflows with transparent, auditable AI and advanced analytics to help teams move faster, reduce risk, and maintain control under scrutiny. Through long-term partnership and responsive support, Casepoint works alongside customers to strengthen operations over time, ensuring lasting control, custody, and confidence in their data. For more information, visit www.casepoint.com.

Casepoint is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected characteristic.