Executive Assistant & Office Administrator

NSS

Washington (District of Columbia)

On-site

USD 50,000 - 68,000

Full time

12 days ago

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Benefits offered by this job

Medical/dental/vision coverage

Life & Disability insurance

Paid vacation/sick/holidays

In-office headquarters in Washington,

Job summary

NSS, based in Washington, DC, seeks an Executive Assistant & Office Administrator to support a senior leadership team. The role blends administrative rigor with a caregiver-like approach to create a welcoming, efficient office environment.

You will manage the VP/CEO calendar, coordinate travel and events, reconcile expenses, and ensure smooth daily operations at our DC headquarters. A proactive, detail-oriented professional will thrive in this role.

Qualifications

Associate's degree preferred in a related field.
Proven experience as Office Administrator and Executive Assistant.
Ability to adapt to changing priorities in a fast-paced environment.
A proactive mindset with high initiative and thorough attention to detail.
Excellent communication and interpersonal abilities.
US Citizenship and ability to pass a background check.

Responsibilities

Front desk management and first point of contact.
Greet visitors and maintain welcoming atmosphere.
Manage relationships with building management and office mail.
Provide executive support to VP/CEO; manage in-office calendar.
Coordinate travel, accommodations, and transportation for executives.
Plan team celebrations and coordinate external events.
Reconcile expenses and support Finance/Contracts as needed.
Foster a proactive, positive work environment for staff.
Arrange meals and meeting logistics to ensure productive meetings.
Handle last-minute tasks with professionalism and customer service.

Skills

Office administration

Executive Assistant

Organizational skills

Communication skills

Discretion & confidentiality

Customer service

Project management

Education

Associate's degree in related field

Tools

MS Office Suite

Office management software

Job description

Washington, District of Columbia

NSS is currently in search of an experienced Executive Assistant & Office Administrator to support a client of ours that is leading the way in workforce development and change management for government organizations.

We have an opportunity that calls for an individual with a knack for turning every task into a masterpiece, someone who effortlessly combines the precision of an administrator with the nurturing spirit of a caregiver. As the Office Administrator and Executive Assistant, you’ll be the heartbeat of our workspace, seamlessly orchestrating the daily operations of our DC headquarters that keeps thriving. Your proactive approach and attention to detail will shine as you anticipate the needs of our leadership, staying one step ahead to ensure their schedules are flawlessly managed, travel arrangements are seamless, and expenses are impeccably reconciled. Your responsiveness will be the key to success in handling last-minute objectives and tasks with a positive attitude. Taking pride in your work, you'll not only maintain but elevate the welcoming atmosphere of our office, creating an environment where every detail is considered and no task is too small. If you thrive in a role where your forward-thinking approach and meticulous nature are not just valued but essential, we invite you to join our dynamic team and contribute to our success story as we continue to grow. Your unique blend of warmth and precision is the catalyst for creating an exceptional workplace experience.

In this role you will serve as the Office Administrator and Executive Assistant primarily to our VP, CEO, and other members of leadership on occasion.

The responsibilities are:

Front Desk Management:

Answer and screen incoming calls, providing a professional and friendly first point of contact.

Greet visitors, clients, and employees, ensuring a warm and welcoming atmosphere.

Office Operations:

Manage relationships with building management to ensure a smooth and efficient office environment.

Receive, distribute, and send out mail and packages promptly.

Maintain a clean, organized, and welcoming office space.

Executive Support:

Provide both high-level and detailed support to the Vice President (VP) and CEO, catering to their needs and preferences.

Fully manage the "in-office" calendar, coordinating schedules, appointments, meetings, deliveries, office closures, reserving meeting space and procuring any necessary snacks and beverages.

Travel and Event Coordination:

Make travel arrangements for executives, including flights, accommodations, and transportation, with an impeccable eye for detail, comfort and convenience.

Plan and organize special occasions and celebrations for the team and individual milestones.

Collaborate and coordinate events with outside entities for company and charity events.

Financial Administration:

Reconcile expenses, ensuring accuracy and compliance with company policies.

Support the Finance, Accounting and Contracts department leadership on occasions.

Team Support:

Provide a proactive and caring demeanor, fostering a positive work environment for all employees.

Occasionally support other executives with administrative tasks.

Meeting Arrangements:

Order lunches and coordinate other meeting arrangements to ensure a seamless and productive experience.

Adaptability and Customer Service:

Handle last-minute objectives and tasks with a positive attitude and exceptional customer service.

Maintain a professional demeanor in all interactions, representing the company in the best possible light.

If you are a detail-oriented, proactive individual with exceptional organizational and interpersonal skills, we invite you to apply for this exciting opportunity. Join us in contributing to our success and be a key player in our vibrant workplace.

Qualifications: