Executive Assistant

vamonosit; Virginia (MN); On-site; USD 50,000 - 75,000; Full time

Job summary

Vamonos IT is seeking an Executive Assistant to support the CEO with calendar management, meeting coordination, and the preparation of documents and communications. The ideal candidate is organized, dependable, and professional, eager to develop their skills while assisting a senior executive.

This role offers exposure to company operations and leadership, with opportunities to advance executive administrative and business capabilities in a dynamic environment, including coordination of travel

Qualifications

• 0–2 years of administrative, office, or professional business experience.
• Strong organizational and time-management skills.
• Excellent written and verbal communication.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage and maintain the CEO's calendar and assist with scheduling internal and external meetings.
• Coordinate meeting invitations, schedules, and related logistics.
• Assist with preparing meeting agendas, notes, presentations, correspondence, and other business documents.
• Track action items and follow-up activities assigned by the CEO.
• Organize and maintain executive files, documents, and business records.
• Assist with coordinating communications between the CEO and employees, customers, vendors, and other business contacts.
• Help coordinate company and leadership meetings.
• Assist with business travel arrangements and related scheduling when needed.
• Prepare and format documents, spreadsheets, presentations, and reports.
• Gather and organize information requested by the CEO.
• Maintain recurring schedules, reminders, and administrative deadlines.
• Assist with routine administrative tasks and company activities.
• Coordinate with members of the leadership team on scheduling and administrative needs.
• Maintain appropriate confidentiality when handling company, employee, customer, and executive information.
• Complete assigned tasks accurately and within established deadlines.
• Assist with special projects and other administrative responsibilities as assigned.
• Regularly collect, organize, and disseminate company mail and packages from our Alexandria VA office.

Skills

Strong organizational skills

Time management

Written and verbal communication

Attention to detail

Multitasking abilities

Discretion with confidential info

Independent work capability

Professional stakeholder communication

Education

Associate's or bachelor's degree in Business Administration/Management/Communications or related field

Tools

Microsoft 365

Microsoft Teams

SharePoint

Job description

About the Role

Vamonos IT is seeking an Executive Assistant to provide administrative and organizational support to the Chief Executive Officer. This position will assist with scheduling, meeting coordination, communications, document preparation, follow-up activities, and other day-to-day administrative needs.

The ideal candidate is organized, dependable, professional, and eager to develop their skills while supporting a senior executive. This role provides an opportunity for someone early in their career to gain exposure to company operations and leadership while developing strong executive administrative and business skills.

Required Skills & Qualifications

• 0–2 years of administrative, office, customer service, or professional business experience
• Strong organizational and time management skills
• Strong written and verbal communication skills
• Strong attention to detail and follow-through
• Ability to manage multiple assignments and changing priorities
• Professional communication skills when interacting with employees, customers, vendors, and other business contacts
• Ability to handle confidential and sensitive information with discretion
• Ability to work independently after receiving direction
• Proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint
• Willingness to learn new systems, processes, and responsibilities
• Dependable and responsive with a strong sense of accountability

Preferred Qualifications

• Previous administrative, office, internship, or executive support experience
• Experience managing calendars or coordinating meetings
• Experience preparing professional documents, presentations, or correspondence
• Familiarity with Microsoft Teams and SharePoint
• Associate's or bachelor's degree in Business Administration, Management, Communications, or a related field

Responsibilities

• Manage and maintain the CEO's calendar and assist with scheduling internal and external meetings.
• Coordinate meeting invitations, schedules, and related logistics.
• Assist with preparing meeting agendas, notes, presentations, correspondence, and other business documents.
• Track action items and follow-up activities assigned by the CEO.
• Organize and maintain executive files, documents, and business records.
• Assist with coordinating communications between the CEO and employees, customers, vendors, and other business contacts.
• Help coordinate company and leadership meetings.
• Assist with business travel arrangements and related scheduling when needed.
• Prepare and format documents, spreadsheets, presentations, and reports.
• Gather and organize information requested by the CEO.
• Maintain recurring schedules, reminders, and administrative deadlines.
• Assist with routine administrative tasks and company activities.
• Coordinate with members of the leadership team on scheduling and administrative needs.
• Maintain appropriate confidentiality when handling company, employee, customer, and executive information.
• Complete assigned tasks accurately and within established deadlines.
• Assist with special projects and other administrative responsibilities as assigned.
• Regularly collect, organize, and disseminate company mail and packages from our Alexandria VA office.

About Vamonos IT

Our experienced team of technical Subject Matter Experts and Professional Project Managers deliver solutions to the toughest challenges in enterprise cloud computing and infrastructure management within the Homeland Security and Federal civilian landscape.

Our Mission is to set the bar in service delivery excellence, providing professional services our customers cannot help but notice.

Our core values of Exceptional Service, Accountability, Continual Improvement, and Opportunity for Growth drive our customers' success and include an inward focus on our team and interactions with each other.

From our customer-facing teams to internal operations, we want to conduct business in a way all employees can proudly and confidently represent Vamonos IT.