Executive Assistant to Vice President

Seneca Resources; Vienna (VA); On-site; USD 90,000 - 125,000; Full time

Job summary

Seneca Resources in Vienna, VA, seeks a highly experienced Executive Assistant to support the VP Planning & Optimization in a fast-paced environment. This 6-month contractor role requires discretion, urgency, and independent judgment to manage calendars, communications, travel, expenses, and meeting logistics.

The ideal candidate has extensive experience supporting senior executives in large, matrixed organizations, excellent communication, strong organization, and the ability to coordinate

Qualifications

• 7–10 years of executive-level administrative support, preferably to a senior executive.
• Experience managing complex calendars, competing priorities, confidential information.
• Proficient with Microsoft Office applications (Outlook, Teams, Word, Excel, PowerPoint).
• Excellent written and verbal communication with professional polish.
• Ability to work independently, anticipate needs, and make sound decisions with limited direction.
• Strong organizational skills with multiple deadlines and stakeholders.
• High discretion and professionalism handling sensitive matters.
• Experience supporting executives in large corporate, financial services, procurement, or similar complex environments preferred.

Responsibilities

• Manage a complex and dynamic executive calendar, prioritizing time and business needs.
• Coordinate meetings across senior leaders, internal teams, external partners, vendors, and stakeholders.
• Prepare agendas, organize materials, capture notes or actions, ensure follow-up items are tracked.
• Partner with internal teams to gather materials for meetings and executive updates.
• Draft, review, and format correspondence and meeting materials as needed.
• Coordinate domestic travel, expenses, and meeting logistics.
• Support administrative processes, including invoices, vendor coordination, and onboarding logistics.
• Track priorities, deadlines, and follow-ups across key workstreams.

Skills

Executive support experience

Calendar management

Confidentiality

Communication skills

Problem solving

Organizational skills

Discretion and professionalism

Stakeholder management

Large corporate environment experience

Tools

Outlook

Teams

Word

Excel

PowerPoint

Job description

Title: Executive Assistant to the Chief Procurement Officer Contract

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:

Seneca Resources is client driven provider of strategic Information Technology consulting services and Workforce Solutions to government and industry. Seneca Resources is a leading IT services provider with offices in Reston, Virginia, Alabama and Columbia, Maryland that service clients throughout the United States. The key to our success lies within our strong corporate culture which drives our business. We challenge our staff through engaging work, and we reward our staff through competitive compensation, extensive professional training, and excellent opportunities for career advancement. In turn, we look for only the best and brightest to join our team. We are an Equal Opportunity Employer and value the benefits of diversity in our workplace.