Executive Assistant

ChemicalSafety; Arlington (VA); On-site; USD 60,000 - 90,000; Full time

Job summary

Chemical Safety Software is seeking a proactive Executive Assistant to support our leadership team in a fast-paced environment. With 3+ years of experience, you will manage calendars, communications, priorities, and day-to-day operations to keep leadership focused on strategic objectives.

This full-time, on-site contractor role requires strong confidentiality, superior organizational skills, and the ability to coordinate across departments and external stakeholders.

Qualifications

• Bachelor's degree in business administration, communications, or related field.
• 3+ years supporting senior management in fast-paced settings.
• Experience in the technology or software industry and government sector.
• Proficiency with Microsoft 365 and project management tools.

Responsibilities

• Manage leadership calendars, schedule meetings, and coordinate logistics.
• Prepare agendas, presentations, and reports for meetings.
• Serve as primary contact for internal and external communications on behalf of leadership.
• Coordinate travel arrangements and expense reporting.
• Maintain confidentiality and professionalism at all times.
• Track action items and ensure deadlines are met.
• Support board meeting prep, including materials distribution and minutes.
• Assist with event planning, off-sites, and team-building activities.
• Manage office administration tasks and vendor relationships.
• Contribute to special projects for leadership/management.

Skills

Calendar management

Stakeholder communication

Organizational skills

Travel coordination

Discretion & confidentiality

Education

Bachelor's degree

Tools

Microsoft 365

Zoho Projects

Asana

Trello

Jira

Job description

We are seeking a proactive, highly organized Executive Assistant with approximately 3+ years of professional experience supporting leadership teams in fast-paced environments. This role is responsible for managing schedules, communications, priorities, and day-to-day business operations to help leadership stay focused on strategic objectives. This is a full-time, on-site contractor position requiring a 40-hour work week.

This is a hands-on, execution-focused position for someone who is detail-oriented, responsive, resourceful, and comfortable managing multiple priorities simultaneously. The ideal candidate takes ownership of responsibilities, maintains confidentiality, communicates professionally with internal and external stakeholders, and proactively ensures tasks, projects, and commitments stay on track.

This roleprovides high-level administrative support to the leadership team, ensuring smooth day-to-day operations and enabling leadership to focus on strategic priorities, including business needs and inter-office operations. It is critical in maximizing the productivity of leadership/management by managing communications, prioritizing tasks, and ensuring alignment across organizational initiatives.

This role requires exceptional organizational skills, discretion, and the ability to manage multiple tasks in a fast-paced technology-based environment., and also serves as a key point of coordination across departments and external stakeholders.

The role strengthens leadership/management focus, supports informed decision-making, and enhances company efficiency by streamlining processes, scheduling, and information flow.

Company Description

Chemical Safety provides industry-leading environmental technology for chemical, facility, and hazardous waste management, as well as compliance with local, national, and international chemical safety rules and regulations. Our extensive domain experience is focused on environmental compliance, reporting, and management, providing powerful and flexible systems to support chemical management and compliance needs. We serve a wide range of public and governmental organizations, offering products and services that enable customers to meet strict and changing regulatory requirements.

Main Responsibilities

• Manage leadership/management calendars, schedule meetings, and coordinate logistics.
• Prepare agendas, presentations, and reports for meetings and company updates.
• Serve as the primary point of contact for internal and external communications on behalf of leadership
• Coordinate travel arrangements, accommodations, and expense reporting.
• Maintain confidentiality of sensitive information, ensuring professionalism at all times.
• Track and follow up on action items to ensure deadlines and priorities are met.
• Support board meeting preparation, including materials distribution and minutes.
• Assist with event planning, company off sites, and team-building activities.
• Manage office administration tasks (supplies, vendor relationships, policy compliance).
• Contribute to special projects as assigned by the leadership/management team

Qualification & Experience Prerequisites

• Bachelor’s degree in business administration, communications, or related field.
• Productivity and Collaboration Tools: Proficiency in Microsoft 365 (MS Teams, Email, Docs/Word, Sheets/Excel, Slides/PowerPoint, Outlook/Calendar, etc.).
• Project/Task Management: Ability to use software like Zoho Projects, Asana, Trello, Jira, Todo, etc. track tasks, action items and deadlines.
• Minimum 3 years of experience supporting senior management/leaderships in a fast-paced environment
• Experience in the technology or software industry
• Experience in Government Sector
• Experience with Project/Task Management
• Experience working in Small Businesses, Growing Businesses, and Fast Pace Work Environments

At Chemical Safety Software, we are committed to fostering a diverse and inclusive workplace where all employees feel valued, respected, and supported. We believe that diversity enriches our organization and enhances our ability to innovate and succeed in an ever-changing global marketplace. We actively promote diversity across all levels of our organization, embracing individuals with different backgrounds, experiences, perspectives, and abilities. We are dedicated to creating an environment where everyone has equal opportunities for growth, advancement, and success. Discrimination, harassment, and bias have no place in our workplace, and we strive to cultivate a culture of inclusion where all employees can thrive and contribute to our collective success.