Executive Administrator & Office Manager

DEFCON AI, Inc.; Washington (District of Columbia); Hybrid; USD 75,000 - 110,000; Full time

Benefits offered by this job

Remote-friendly environment

Competitive salary, bonus, and equity

Employer-paid health insurance for you

Unlimited PTO

Flexible work environment

Parental leave (14 weeks)

Job summary

DEFCON AI is seeking an experienced Executive Administrator & Office Manager to support our executive leadership team and maintain the smooth operation of our McLean, VA office. Hybrid role with three days in the McLean office.

You will manage calendars, coordinate travel, process expenses, and oversee day-to-day office logistics, vendor relations, and onboarding/offboarding activities. Strong organizational, communication, and discretion are essential.

Qualifications

• 5+ years of experience in executive administration, office management, or related role.
• Experience supporting senior executives and managing complex calendars.
• Experience processing expenses, reimbursements, and administrative records.
• Strong organizational skills with meticulous attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and customer-service orientation across levels.
• High professionalism, discretion, and judgment with confidential information.
• Proficiency with Slack and Microsoft Office 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint).
• Ability to anticipate needs, take initiative, and work with minimal supervision.
• Must be located in the Washington, DC metropolitan area and able to work onsite three days/week.

Responsibilities

• Executive Support (≈50%): manage calendars, coordinate meetings, arrange travel, prepare meeting materials, and track follow-ups.
• Expense Management & Administrative Operations (≈30%): process expenses in Concur and Unanet, ensure policy compliance.
• Office Management (≈20%): serve as the primary day-to-day office contact, onboard/offboard, plan onsite events.

Skills

Calendar management

Executive support

Travel arrangements

Expense reporting

Vendor coordination

Office coordination

Multitasking

Communication

Discretion

Slack

Outlook

Microsoft Office 365

Teams

Word

Excel

PowerPoint

SharePoint

Education

Bachelor's degree

Tools

Concur

Unanet

Job description

About Defcon Ai

RESILIENCE IN THE FACE OF DISRUPTION. DEFCON AI is an insights company that leverages artificial intelligence, mathematical optimization, data analytics, and software engineering for resilient optimization of complex systems.

About Defcon Ai

RESILIENCE IN THE FACE OF DISRUPTION. DEFCON AI is an insights company that leverages artificial intelligence, mathematical optimization, data analytics, and software engineering for resilient optimization of complex systems.

In today's dynamically changing world, DEFCON AI's technology aligns outcomes with operational goals, better decision making, and empowers customers to anticipate assess, and mitigate the impacts of disruptions.

About the Role

DEFCON AI is seeking an experienced Executive Administrator & Office Manager to support our executive leadership team and help maintain the smooth operation of our McLean, VA office. This role is ideal for a highly organized, proactive professional who enjoys balancing executive support, operational coordination, and office management responsibilities.

This is a hybrid position with three days in our McLean, VA office.

Key Responsibilities

Executive Support (Approximately 50%)

• Manage complex calendars for multiple executives, coordinating meetings across internal and external stakeholders.
• Prioritize scheduling requests and resolve calendar conflicts while balancing changing business needs.
• Coordinate leadership meetings, offsites, and executive travel arrangements as needed.
• Prepare meeting materials, agendas, and supporting documentation.
• Track follow-up actions and help ensure key commitments remain visible and organized.
• Serve as a trusted point of contact for executives, exercising professionalism and discretion with sensitive information.

Expense Management & Administrative Operations (Approximately 30%)

• Manage expense reporting and reconciliation through Concur and DEFCON AI's ERP platform, Unanet.
• Review expense submissions for accuracy, completeness, and policy compliance.
• Partner with Finance to resolve discrepancies and ensure timely processing.
• Maintain organized records of expenses, receipts, and supporting documentation.
• Support administrative workflows related to purchasing, invoices, and vendor coordination.

Office Management (Approximately 20%)

• Serve as the primary point of contact for day-to-day operations of the McLean office.
• Coordinate mail and package handling.
• Assist employees with office access, badge/card access requests, and workspace needs.
• Coordinate office supplies, equipment, and vendor services.
• Support onboarding and offboarding activities related to office logistics.
• Help plan and coordinate occasional onsite meetings, team gatherings, and company events.

What we’re looking for

• 5+ years of experience in executive administration, office management, or a related administrative support role in a professional environment
• Demonstrated experience supporting senior executives and managing complex calendars.
• Experience processing expenses, reimbursements, and administrative records.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and adapt in a fast-paced environment
• Excellent written and verbal communication skills.
• Strong interpersonal skills and customer-service orientation, with the ability to work effectively across all levels of the organization
• High degree of professionalism, discretion, and judgment when handling confidential information
• Proficiency with Slack and Microsoft Office 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Demonstrated ability to anticipate needs, take initiative, and work with minimal supervision.
• Must be located in the Washington, DC metropolitan area and able to work onsite in the McLean/Tysons corner office three days per week.

Nice to Have

• Experience using Concur or similar for expense management.
• Experience supporting executive leadership teams within a technology, government contracting, or startup environment.
• Experience coordinating travel, meetings, and company events
• Bachelor's Degree with at least 2 years' experience in the administrative professional field and/or events planning

What Success looks like

• Executive calendars run smoothly with minimal scheduling conflicts.
• Expense reports are processed accurately and on time.
• Leadership teams receive responsive, proactive support.
• The McLean office remains organized, functional, and welcoming.
• Employees have a positive onsite experience and can quickly resolve office-related needs.
• Administrative processes are well organized and scalable as the company grows.

What We Offer

• A fully remote environment
• Competitive salary, bonus, and equity package
• 100% employer paid, comprehensive health insurance including medical, dental, and vision for you and your family
• Unlimited PTO, with your manager's approval
• Flexible work environment where you manage your work day
• 14 weeks of fully-paid parental leave

Salary Range

$75,000-$110,000. This represents the typical salary range for this position based on experience, skills, and other factors.

We’re an Equal Opportunity Employer

You'll receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.

Applicant Data Disclosure

By submitting an application, you acknowledge that Defcon AI uses third‑party service providers to facilitate its recruitment and hiring processes. These providers include applicant tracking systems, candidate verification platforms, and fraud detection tools (collectively, "Hiring Platforms"). Your application materials, including your résumé, cover letter, work samples, responses to application questions, and any other information you submit, may be transmitted to and processed by these Hiring Platforms for the following purposes:

• Managing and administering your application throughout the hiring process;
• Verifying the accuracy and authenticity of application materials, including by cross-referencing information you provide against publicly available sources and proprietary databases;
• Identifying indicators of potentially fraudulent, fabricated, or materially misleading application content, including but not limited to discrepancies between submitted materials and publicly available professional profiles, geographic anomalies, and fabricated work histories.

Applications that are flagged through this process as containing indicators of fraud or material misrepresentation may be declined from further consideration. If you have questions about the status of your application or the evaluation process, please contact [e-mail].

Defcon AI requires its Hiring Platform providers to process your information solely for the purposes described above and in accordance with applicable law. Your information will be retained only for as long as necessary to fulfill these purposes and any applicable legal obligations, after which it will be deleted in accordance with Defcon AI's data retention policies.

For more information about how your data is used, please refer to our Privacy Policy and Applicant Privacy Notice.