Executive Assistant – Washington, DC – Hybrid

RJM Technologies; Washington (District of Columbia); Hybrid; USD 72,000 - 95,000; Full time

Job summary

RJM Technologies in Washington, DC seeks an Executive Assistant for an 18-month contract to support three Executive Vice Presidents. The role requires discretion, strong written and verbal communication, and excellent organizational skills.

The position operates in a hybrid workplace, offering remote work two days per week, and demands the ability to manage multiple priorities under pressure while maintaining professional diplomacy.

Qualifications

• Minimum of 5 years of experience as an Executive Assistant to multiple executives.
• Excellent written and verbal communication; professional and diplomatic.
• Comfortable liaising with stakeholders at all levels across the organization.
• Ability to handle confidential matters with discretion and maintain poise under pressure.
• Proficient in MS Office 365; quick to learn new platforms.

Responsibilities

• Writes error-free emails and letters for events and announcements.
• Provides a communication bridge between internal departments and senior management.
• Consolidates weekly and quarterly team status reports and updates on key priorities.
• Plans and coordinates VP schedules, acting as gatekeeper to executives' time.
• Prepares for meetings: arranging spaces, meals, AV equipment and agendas.
• Provides travel arrangements for VPs and anticipates travel needs; manages itineraries.
• Tracks expenses and receipts; processes reimbursements on schedule.
• Onboards and coordinates contractors or employees; liaises with IT for issues.
• Performs other duties including vendor, product and contract management; workflow monitoring.

Skills

Executive support

Communication skills

Stakeholder liaison

Calendar management

Diplomacy

Tools

MS Office 365

Word

Excel

PowerPoint

Teams

Job description

EXECUTIVE ASSISTANT - WASHINGTON, DC - HYBRID

Our client, a major membership-based organization advocating for older adults, seeks an Executive Assistant for an 18-month contract assignment in Washington, DC. You will be responsible for providing administrative support to three Executive Vice Presidents. You need the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

This position requires the ability to work under pressure and manage confidential matters with discretion. Strong communication skills and multi-tasking capabilities are a must. You must have a high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.

This is a great opportunity for an individual looking to grow within a major organization. The office follows a hybrid workplace model allowing for remote work two days per week.

Responsibilities

Communications

• Writes error-free, eloquent emails and letters for various events and announcements.
• Provides a bridge for smooth communication between other internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Consolidates weekly, and quarterly team status reports (including team Directors), and program or key strategic priority updates.

Calendar Management

• Plans, coordinates, and ensures the VP's schedules are followed and respected. Provides a "gatekeeper" and "gateway" role, creating win-win situations for access to executive's time and office.
• Works closely and effectively with the VPs to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the VPs updated.

Events and Meetings

• Takes notes and distributes meeting minutes, agendas and meeting packages.
• Sets-up staff meetings, maintains electronic staff calendars and organizes team events.
• Prepares for meetings including ordering lunch, booking conference rooms, setting up projector or video conferencing units.

Travel

• Provides travel arrangements for VPs and other leaders on the team; sometimes handling complex travel scenarios.
• Becomes familiar with the specific, detailed needs of the VPs and travel partners; creates consistent travel itinerary portfolios for reference and be available during travel times to quickly address any last-minute changes or cancellations.
• Must be proactive in understanding - and adhering to - all travel policies and procedures.

Expenses and Budgeting

• Accurately tracks expenses for VPs by managing credit cards and receipts. Processes and submits receipts accurately and on schedule.

Onboarding and Coordination

• Coordinate with Business Unit Coordinator to set up new contractors or employees. Acts as a liaison with outsourced IT consultants on all technology-related issues, including rapidly responding to staff problems and network outages.

Other team duties as assigned; examples include:

• Vendor, product and contract management.
• JIRA Reporting/Clean Up (Willingness to learn).
• Workflow monitoring, reporting and clean up (Willingness to learn).
• Email reporting and monitoring (Willingness to learn).
• Infonet/Intranet site content editor (Willingness to learn).
• Email QA/QC (Willingness to learn).

Qualifications

• Minimum of 5 years of experience as an Executive Assistant with exceptional administrative ability to work with 3 Executive Vice Presidents.
• Excellent communication skills, clear, professional, and diplomatic in both written and verbal interactions.
• Comfortable liaising with stakeholders across all levels, from internal teams to external executives.
• Position continually requires demonstrated poise, tact and diplomacy.
• In-depth knowledge of MS Office 365, including Word, Excel, PowerPoint, and Teams, in addition to technical aptitude to quickly learn and train others in new platforms.