Hybrid Executive Admin & Office Manager — Calendar & Ops

DEFCON AI, Inc.; Washington (District of Columbia); Hybrid; USD 75,000 - 110,000; Full time

Benefits offered by this job

Remote-friendly environment

Competitive salary, bonus, and equity

Employer-paid health insurance for you

Unlimited PTO

Flexible work environment

Parental leave (14 weeks)

Job summary

DEFCON AI is seeking an experienced Executive Administrator & Office Manager to support our executive leadership team and maintain the smooth operation of our McLean, VA office. Hybrid role with three days in the McLean office.

You will manage calendars, coordinate travel, process expenses, and oversee day-to-day office logistics, vendor relations, and onboarding/offboarding activities. Strong organizational, communication, and discretion are essential.

Qualifications

• 5+ years of experience in executive administration, office management, or related role.
• Experience supporting senior executives and managing complex calendars.
• Experience processing expenses, reimbursements, and administrative records.
• Strong organizational skills with meticulous attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and customer-service orientation across levels.
• High professionalism, discretion, and judgment with confidential information.
• Proficiency with Slack and Microsoft Office 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint).
• Ability to anticipate needs, take initiative, and work with minimal supervision.
• Must be located in the Washington, DC metropolitan area and able to work onsite three days/week.

Responsibilities

• Executive Support (≈50%): manage calendars, coordinate meetings, arrange travel, prepare meeting materials, and track follow-ups.
• Expense Management & Administrative Operations (≈30%): process expenses in Concur and Unanet, ensure policy compliance.
• Office Management (≈20%): serve as the primary day-to-day office contact, onboard/offboard, plan onsite events.

Skills

Calendar management

Executive support

Travel arrangements

Expense reporting

Vendor coordination

Office coordination

Multitasking

Communication

Discretion

Slack

Outlook

Microsoft Office 365

Teams

Word

Excel

PowerPoint

SharePoint

Education

Bachelor's degree

Tools

Concur

Unanet

Job description

DEFCON AI is seeking an experienced Executive Administrator & Office Manager to support our executive leadership team and maintain the smooth operation of our McLean, VA office. Hybrid role with three days in the McLean office.

You will manage calendars, coordinate travel, process expenses, and oversee day-to-day office logistics, vendor relations, and onboarding/offboarding activities. Strong organizational, communication, and discretion are essential.