Executive Assistant

Technical Resources International, Inc.; Bethesda (MD); On-site; USD 95,000 - 130,000; Full time

Job summary

Technical Resources International, Inc. seeks an experienced Executive Assistant to support the CEO with calendar management, travel coordination, and document preparation. You will handle confidential information, liaise with internal and external stakeholders, and ensure timely follow-up on action items.

This role requires eight years of administrative experience and strong MS Office skills. The position is based in the Bethesda area, offering a fast-paced environment and opportunities to

Qualifications

• Minimum of eight years of progressively responsible administrative experience, including direct support of a senior executive or C-suite leader.
• Demonstrated experience managing complex executive calendars and domestic and international travel.
• Experience preparing expense reports and reconciling corporate credit card transactions.
• Advanced proficiency with Microsoft Office, including Outlook, Word, Excel, SharePoint, PowerPoint, and Teams.
• Excellent written and verbal communication skills, with strong attention to detail.

Responsibilities

• Manage the CEO’s calendar, including scheduling and prioritizing appointments, meetings, conference calls, and business commitments.
• Anticipate scheduling conflicts, resolve competing priorities, and ensure the CEO is appropriately prepared for meetings and engagements.
• Coordinate complex domestic and international travel arrangements, including air travel, lodging, ground transportation, and multi-destination itineraries.
• Prepare, process, and track the expense reports, ensuring accuracy, completeness, appropriate documentation, and timely submission.
• Reconcile all corporate credit card accounts and review transactions for accuracy and appropriate supporting documentation.
• Reallocate corporate credit card charges to the appropriate projects, departments, and general ledger accounts in accordance with established procedures and deadlines.
• Provide comprehensive logistical and administrative support for executive meetings, leadership activities, business functions, and special projects.
• Prepare, review, edit, and format correspondence, reports, presentations, meeting materials, and other business documents.
• Handle highly confidential and sensitive information with professionalism, discretion, and sound judgment.
• Serve as a liaison between the CEO and internal and external stakeholders, communicating professionally and ensuring appropriate and timely follow-up.
• Monitor deadlines, track action items, and follow up with responsible parties to support the completion of executive priorities.
• Maintain organized and secure electronic and physical records, files, and correspondence.
• Perform other duties and special projects as assigned.

Skills

Executive support

Calendar management

Travel coordination

Expense reporting

Microsoft Office

Education

Bachelor's degree or equivalent

Tools

Outlook

Word

Excel

SharePoint

PowerPoint

Teams

Job description

• Manage the CEO’s calendar, including scheduling and prioritizing appointments, meetings, conference calls, and business commitments.
• Anticipate scheduling conflicts, resolve competing priorities, and ensure the CEO is appropriately prepared for meetings and engagements.
• Coordinate complex domestic and international travel arrangements, including air travel, lodging, ground transportation, and multi-destination itineraries.
• Prepare, process, and track the expense reports, ensuring accuracy, completeness, appropriate documentation, and timely submission.
• Reconcile all corporate credit card accounts and review transactions for accuracy and appropriate supporting documentation.
• Reallocate corporate credit card charges to the appropriate projects, departments, and general ledger accounts in accordance with established procedures and deadlines.
• Provide comprehensive logistical and administrative support for executive meetings, leadership activities, business functions, and special projects.
• Prepare, review, edit, and format correspondence, reports, presentations, meeting materials, and other business documents.
• Participate in proposal preparation by formatting and proofreading documents, tracking required information, and supporting timely submission.
• Handle highly confidential and sensitive information with professionalism, discretion, and sound judgment.
• Serve as a liaison between the CEO and internal and external stakeholders, communicating professionally and ensuring appropriate and timely follow-up.
• Monitor deadlines, track action items, and follow up with responsible parties to support the completion of executive priorities.
• Maintain organized and secure electronic and physical records, files, and correspondence.
• Perform other duties and special projects as assigned.

Job Description

• Manage the CEO’s calendar, including scheduling and prioritizing appointments, meetings, conference calls, and business commitments.
• Anticipate scheduling conflicts, resolve competing priorities, and ensure the CEO is appropriately prepared for meetings and engagements.
• Coordinate complex domestic and international travel arrangements, including air travel, lodging, ground transportation, and multi-destination itineraries.
• Prepare, process, and track the expense reports, ensuring accuracy, completeness, appropriate documentation, and timely submission.
• Reconcile all corporate credit card accounts and review transactions for accuracy and appropriate supporting documentation.
• Reallocate corporate credit card charges to the appropriate projects, departments, and general ledger accounts in accordance with established procedures and deadlines.
• Provide comprehensive logistical and administrative support for executive meetings, leadership activities, business functions, and special projects.
• Prepare, review, edit, and format correspondence, reports, presentations, meeting materials, and other business documents.
• Participate in proposal preparation by formatting and proofreading documents, tracking required information, and supporting timely submission.
• Handle highly confidential and sensitive information with professionalism, discretion, and sound judgment.
• Serve as a liaison between the CEO and internal and external stakeholders, communicating professionally and ensuring appropriate and timely follow-up.
• Monitor deadlines, track action items, and follow up with responsible parties to support the completion of executive priorities.
• Maintain organized and secure electronic and physical records, files, and correspondence.
• Perform other duties and special projects as assigned.

Job Requirements

• Minimum of eight years of progressively responsible administrative experience, including direct support of a senior executive or C‑suite leader.
• Demonstrated experience managing complex executive calendars and domestic and international travel.
• Experience preparing expense reports and reconciling corporate credit card transactions.
• Advanced proficiency with Microsoft Office, including Outlook, Word, Excel, SharePoint, PowerPoint, and Teams.
• Exceptional organizational skills and demonstrated ability to manage multiple priorities, meet deadlines, and adapt to changing needs.
• Excellent written and verbal communication skills, with strong attention to detail.
• Proven ability to handle confidential and sensitive information with discretion and professionalism.
• Ability to exercise independent judgment, anticipate needs, resolve problems, and take appropriate initiative.