Executive Assistant

Gainor; Arlington (VA); On-site; USD 70,000 - 75,000; Full time

Job summary

A leading nonprofit organization is seeking an Executive Assistant to join their team in Arlington, Virginia. This hybrid role involves heavy calendar management, travel coordination, and supporting senior leadership. The ideal candidate should have 3-5 years of experience, exceptional communication skills, and proficiency in various software tools.

Qualifications

• 3 to 5 years’ experience as an Executive Assistant supporting senior leadership.
• Exceptional written and verbal communication skills.
• Ability to handle sensitive information and understand confidentiality.

Responsibilities

• Heavy calendar management and scheduling across time zones.
• Travel management including booking flights and accommodations.
• Prepare spreadsheets and reports for special projects.

Skills

Calendar Management

Travel Management

Communication

Organizational Skills

Confidentiality

Education

Bachelor’s degree preferred

Tools

Adobe Suite

Microsoft Office Suite

Slack

Zoom

Job description

Our client, a wonderful nonprofit organization, is seeking an Executive Assistant to join their team! This position is hybridwith 3 days a week in their beautiful office in Arlington, Virginia. Job Responsibilities

• Heavy calendar management (scheduling meetings, appointments, across different time zones, etc.)

• Handle scheduling conflicts and adjust calendar accordingly

• Prioritize appointments and meetings by understanding goals, needs, and preferences of the executive and business

• Set up and maintain automatic reminders and alerts to make sure nothing is missed or overlooked

• Handle requests for appointments, events, and media engagements

• Confirm appointments, reschedule as needed, make sure all parties have everything they need ahead of the meeting

• Coordinate logistics for events including hair, makeup, and wardrobe arrangements

• Travel management including booking flights, accommodations, and transportation

• Adapt to delays or changes in travel schedule

• Prepare itineraries and documentation needed to travel

• Request invoices, book conference rooms, resolve any building issues

• Answer main phone line, take messages, transfer to the correct department, distribute mail

• Perform other administrative duties

• Prepare spreadsheet and reports

• Assist with planning and execution of special projects

• Manage personal appointments and tasks

• Provide occasional familial support

• Perform other duties as assigned

Skills and Qualifications

• 3 to 5 years’ experience as an Executive Assistant with experience supporting senior leadership

• Proficient in Adobe Suite, Microsoft Office Suite, Slack, and Zoom

• Bachelor’s degree preferred

• Valid driver’s license and a car

• Exceptional written and verbal communication skills

• Strong organizational skills and ability to handle multiple tasks

• Ability to travel if needed

• Willingness to learn new skills as needed

• Ability to handle sensitive information and understand confidentiality

Salary Range: $70,000 - $75,000 based on experience Gainor provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, sex, sexual orientation, gender (including gender identity and expression), age, national origin, immigration status, marital or familial status, citizenship status, ancestry, physical or mental disability, genetic information, reproductive health decision making, veteran or military status, or any other characteristic or status protected under applicable federal, state, or local law.