Executive Assistant

Worldwide Assurance for Employees of Public Agencies (WAEPA); Falls Church (VA); On-site; USD 70,000 - 100,000; Full time

Job summary

Worldwide Assurance for Employees of Public Agencies (WAEPA) seeks an Executive Assistant to provide high-level administrative support to the CEO. You will manage communications, calendars, travel, and critical projects, ensuring confidentiality and professionalism in all interactions.

Responsibilities include coordinating meetings and events, handling PR opportunities with Marketing, and maintaining efficient office systems.

Qualifications

• 5+ years of experience partnering with senior executives.
• Experience managing projects and meetings/events.
• Proficiency with Outlook calendar scheduling and juggling demanding calendars.
• Excellent verbal and written communication skills.
• Impeccable judgement and professionalism.

Responsibilities

• Serve as the primary point of contact for the CEO and foster productive relationships with internal and external parties.
• Manage the flow of information and maintain awareness of correspondence in/out of the CEO’s office; manage email, mail, and phone calls; communicate on behalf of the CEO.
• Implement and enhance systems and processes to increase accuracy, efficiency, and quality of output from the office of the CEO.
• Manage media and PR opportunities for the CEO in coordination with Marketing; preview and edit scripts, talking points, and social media posts.
• Coordinate travel arrangements including flights, lodging, ground transportation, and provide detailed itineraries.
• Track and manage CEO expenses, invoices, and contracts; assist with annual budget planning for the CEO’s office.

Skills

Executive support

Calendar management

Communication

Travel coordination

PR & social media coordination

Tools

Outlook

Microsoft Office

Job description

Position: Executive Assistant Date: January 1, 2026

Department: Office of the CEO Report to: Chief Executive Officer

FLSA Status: Exempt

JOB SUMMARY

TheExecutive Assistant performs high-level administrative, clerical, logistical, and travel support functions for the CEO. By effectivelymaximizing the CEO's time, managing information and communications, and implementing successful systems, the incumbent empowers the successful performance of the CEO. This role requires steadfast professionalism, meticulous attention to detail, flexibility, and confidence in execution.

MEASURE(S) OF SUCCESS

• Optimizing the CEO's time to enable their focus on high-level strategy issues and initiatives


• Understanding and representing the voice and priorities of the CEO in all communications, presentations, and PR opportunities


• Building productive working relationships with staff, vendors, and partners


• Timely and error-free processing of contracts, invoices, and expenses

COMPETENCIES

Customer Service

Team member consistently delivers exceptional internal/external customer service.

Makes Sound Decisions

Team members makes sound decisions in a timely and confident manner.

Delivering Results

Team member commits to achieving goals, holding themselves accountable, and following through.

Work Organization

Team member approaches work in an orderly manner, prioritizing tasks and managing time effectively.

Resilience

Team member responds to change with composure and positivity. Open to new ideas and ways of doing work. Adopts changes willingly.

Communicating Effectively

Team member expresses thoughts and ideas clearly and effectively.

Team member seeks opportunities to improve current processes, systems, and methods to promote reliability, quality, and efficiency of output.

RESPONSIBILITIES/ESSENTIAL FUNCTIONS

To perform this job successfully, each essential duty and responsibility must be performed satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform essential functions. Other duties may be assigned to meet business needs.

• General Administration & Communications (40%)


• Serve as the primary point of contact for the CEO to internal and external parties. Foster productive relationships on behalf of the CEO.
  


• Manage the flow of information and maintain awareness of correspondence in/out of the CEO’s office. Mange email, mail, and phone calls. As directed, communicate on behalf of the CEO.
  


• Implement and enhance systems and processes to increase accuracy, efficiency, and quality of output from the office of the CEO.
  


• Exhibit sound judgement, make decisions, and anticipate and solve problems to move work forward and free time for the CEO.Exercisediscretion and confidentiality critical to the role.
  


• Manage media and PR opportunities for the CEO in coordination with the Marketing department and media outlets. Preview and edit scripts, talking points, and social media posts for messaging and tone to reflect the voice of the CEO.
  
  
• Prepare or review/edit presentation decks and other materials for the CEO.
  


• Conduct research, synthesize findings, and furnish relevant articles and resources for the CEO.
  


• Organize CEO files and furnish documents to the CEO upon request.
  


• Maintain the database of CEO accounts, memberships, and subscriptions. Track and process renewals of CEO memberships, credentials, and licensing.
  


• Troubleshoot technology issues for the CEO, offering direct support as well as liaising with IT.
  


• As directed, sign documents on behalf of the CEO.
  


• Scheduling & Travel (35%)


• Maximize the CEO's time by managing demanding calendar priorities and strategically scheduling meetings to impact meaningful and productive outcomes.
  


• Equip CEO and other meeting participants in advance with agendas, objectives, and materials.
  


• Manage adjustments to the CEO’s calendar, often on short notice, to ensure timely updates and good communication with other meeting participants.
  


• Plan for the CEO’s participation in annual industry and professional development conferences as well as speaking engagements. Manage event registration and logistics.
  


• Coordinate flights, lodging, ground transportation, and all other aspects of CEO’s travel.
  


• Provide detailed travel itineraries and ensure all information is easily accessible.
  


• Meeting & Event Coordination (15%)


• Coordinate meetings and events as requested by the CEO.
  


• Serve as a member of the Social Committee helping to coordinate all-staff events, including the annual holiday party, company picnic, Nationals baseball game outing, staff luncheon, et al.
  


• Support the CEO with components of meeting and event coordination for:
  
  
  
  • Annual Board Meeting
  
  
  • Quarterly & Special Board Meetings
  
  
  • Semi-Annual Carrier Meeting
  
  
  • Leadership & Other Meetings
  
  
  
  


• Expenses & Contracts Tracking (10%)


• Track and maintain records of CEO expenses, invoices, and receipts.
  


• Prepare weekly CEO expense reimbursement reports and monthly CEO credit card reconciliations.
  


• Track and coordinate CEO review and approval of contracts according to company policy and process. As directed, execute contracts on behalf of the CEO.
  


• Create the annual budget for the office of the CEO.
  

EDUCATION AND EXPERIENCE

• 5+ years of experience partnering with senior executives, preferably in a fast-paced and growth-oriented environment


• Familiarity with business operations, including exposure to corporate finance, HR, marketing


• Experience managing projects and meetings/events


• Demonstrated success building and maintaining productive relationships


• Experience with public relations and social media, preferably including involvement with crafting compelling messaging


• Proficiency with Outlook calendar scheduling and seamlessly juggling demanding calendars

REQUIRED KNOWLEDGE

• Advanced proficiency with Microsoft Office, facility with personal technology, and ability to quickly learn new software


• Excellent verbal and written communication skills


• Exceptional attention to detail


• Strong sense of personal responsibility and proactive nature


• Impeccable judgement and professionalism


• Strong social awareness, including the ability to serve as a gatekeeper to the CEO while maintaining collegial relationships


• Adaptability and flexibility

This position description should not be construed to imply that the requirements are the sole standards for the position. Incumbents are expected to perform all assigned duties as required.