Executive Assistant - 17624

Seneca Resources Company, LLC; Vienna (VA); On-site; USD 40,000 - 57,000; Full time

Job summary

Seneca Resources is seeking an experienced Executive Assistant to support the VP Planning & Optimization in Vienna, VA. This six-month contract role is 100% onsite, offering a fast-paced environment where discretion and proactive prioritization are essential.

You will manage calendars, coordinating meetings, travel, expenses, and day-to-day coordination to enable strategic focus. The ideal candidate has extensive experience supporting senior executives in a large corporate setting, excellent

Qualifications

• 7 to 10 years of executive-level administrative support experience
• Experience supporting senior executives in large corporate environments
• Proficiency with Microsoft Office (Outlook, Teams, Word, Excel, PowerPoint)
• Excellent written and verbal communication; highly organized and discreet

Responsibilities

• Manage a complex, dynamic executive calendar with prioritization aligned to business needs
• Plan and coordinate meetings, prepare agendas, notes, and follow-ups
• Coordinate domestic travel, accommodations, and expense reports
• Handle confidential communications and interact with internal and external stakeholders
• Support procurement and vendor management workflows as needed
• Maintain organized records, files, and contact lists

Skills

Executive support

Calendar management

Communication skills

Discretion

Tools

Microsoft Office suite

Outlook

Teams

PowerPoint

Excel

Job description

Position Title: Executive Assistant to the Chief Procurement Officer Contract

Location: Vienna, VA, 100% onsite

Pay Rate: $35/hr on W2

Duration: Approximately 6 months

Reports To: VP Planning & Optimization

Position Summary: We are seeking a highly experienced, polished, and proactive Executive Assistant to provide dedicated support to the VP Planning & Optimization. This six-month contractor role requires an individual who can operate with a high degree of professionalism, discretion, urgency, and independent judgment in a fast-paced executive environment. The ideal candidate will have extensive experience supporting senior executives, preferably in a large, complex, highly matrixed organization. This individual must be highly organized, detail-oriented, resourceful, and comfortable managing competing priorities while maintaining strong follow-through and confidentiality. This role is best suited for someone who understands executive-level support is not only administrative, but also operationally critical. The Executive Assistant will help ensure the VP Planning & Optimization is prepared, organized, and able to focus on strategic priorities by managing calendars, communications, meeting logistics, travel, expenses, materials, and day-to-day coordination across internal and external stakeholders.

Key Responsibilities

Executive Calendar and Time Management

• Manage a complex and dynamic executive calendar, ensuring the VP Planning & Optimization's time is prioritized effectively and aligned to business needs
• Anticipate scheduling conflicts, resolve issues proactively, and ensure the executive is prepared for upcoming meetings, events, and deliverables
• Coordinate meetings across senior leaders, internal teams, external partners, vendors, and other stakeholders
• Apply sound judgment when prioritizing requests, escalating urgent matters, and protecting time for high-priority work

Meeting Coordination and Preparation

• Plan and coordinate executive meetings, leadership discussions, vendor meetings, and cross-functional working sessions
• Prepare agendas, organize materials, capture notes or action items when needed, and ensure follow-up items are tracked to completion
• Partner with internal teams to gather and organize materials for meetings, presentations, briefings, and executive updates
• Ensure the VP Planning & Optimization has the right information, context, and materials in advance of key meetings

Communication and Stakeholder Support

• Serve as a professional and trusted point of contact for internal and external stakeholders
• Draft, review, proofread, and format correspondence, meeting materials, and other executive communications as needed
• Handle sensitive information with the highest level of confidentiality and discretion
• Represent Procurement & Vendor Management with professionalism, responsiveness, and sound judgment

Travel, Expense, and Administrative Support

• Coordinate domestic travel arrangements, including flights, lodging, transportation, itineraries, and meeting logistics
• Prepare and submit expense reports accurately and in a timely manner
• Support administrative processes, including purchase requests, invoices, vendor coordination, onboarding logistics, and other operational needs as required
• Maintain organized records, files, contact lists, distribution lists, and relevant documentation

Operational and Project Coordination

• Support the VP Planning & Optimization by tracking priorities, deadlines, action items, and follow-ups across key workstreams
• Assist with coordination of procurement-related meetings, leadership routines, vendor engagements, and internal business reviews
• Help organize information and maintain visibility into commitments, decisions, and pending items
• Identify opportunities to improve administrative processes, increase efficiency, and create smoother day-to-day operations for the executive

Required Qualifications

• Minimum of 7 to 10 years of experience providing executive-level administrative support, preferably to a senior executive, C-suite leader, or equivalent
• Demonstrated experience managing complex calendars, competing priorities, confidential information, and senior-level stakeholder interactions
• Strong proficiency with Microsoft Office applications, including Outlook, Teams, Word, Excel, and PowerPoint
• Excellent written and verbal communication skills, with strong attention to detail and professional polish
• Ability to work independently, anticipate needs, solve problems, and make sound decisions with limited direction
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously
• High degree of discretion, integrity, and professionalism when handling sensitive or confidential matters
• Experience supporting executives in a large corporate, financial services, procurement, supply chain, vendor management, or similarly complex environment preferred

Preferred Qualifications

• Prior experience supporting a VP or other senior operations-focused executive

About Seneca Resources

At Seneca Resources, we are more than just a staffing and consulting firm, we are a trusted career partner. With offices across the U.S. and clients ranging from Fortune 500 companies to government organizations, we provide opportunities that help professionals grow their careers while making an impact.

When you work with Seneca, you’re choosing a company that invests in your success, celebrates your achievements, and connects you to meaningful work with leading organizations nationwide. We take the time to understand your goals and match you with roles that align with your skills and career path. Our consultants and contractors enjoy competitive pay, comprehensive health, dental, and vision coverage, 401(k) retirement plans, and the support of a dedicated team who will advocate for you every step of the way.

Seneca Resources is proud to be an Equal Opportunity Employer, committed to fostering a diverse and inclusive workplace where all qualified individuals are encouraged to apply.