Office Administrator / Executive Assistant

SNA International; Alexandria (VA); On-site; USD 45,000 - 60,000; Full time

Job summary

SNA International is seeking an organized and dependable administrative professional to keep the Alexandria office running smoothly. You will be the first face visitors see, manage front desk duties, and ensure day-to-day office tasks are completed on time.

The role involves coordinating with vendors, supporting the finance cycle, maintaining corporate records, and assisting with events and HR logistics. A strong eye for detail and excellent communication are essential.

Qualifications

• Two or more years in an office, administrative, or front desk role.
• Strong organization and follow-through, especially on recurring deadlines.
• Comfortable with Microsoft Office and quick to pick up new systems.
• Clear, careful writing and communications. You proofread before you send.
• Good judgment with confidential company and employee information.
• Able to work onsite in Alexandria.

Responsibilities

• Run the front office: mail, deliveries, supplies, visitors, conference rooms, and main phone line during business hours.
• Coordinate with building and service vendors, including facilities, security, IT, and onsite services.
• Support our finance cycle: collect receipts, prepare weekly reports, and route invoices and banking documents to accounting.
• Keep corporate records current, including vendor accounts, insurance certificates and renewal dates, and electronic signature files.
• Handle conference and event logistics, including sourcing materials, shipping, and setup.
• Support the President with calendar, travel, correspondence, and following up on open items.
• Coordinate employee equipment with IT provider, and help with job postings, employee cards, and other HR logistics.

Skills

Organization

Follow-through

Microsoft Office

Written communication

Discretion

On-site work

Job description

SNA International is a professional services firm supporting federal, state, and local government clients in forensics, biometrics, and identity intelligence. We are headquartered in Alexandria, Virginia, and our headquarters staff is small enough that everyone here matters.

The Role

This is the person who keeps our office running and supports day-to-day operations. You will be the first face visitors see, the person who knows where things are, and the one who ensures the office's recurring work gets done on time without anyone having to ask.

The work is varied. Some weeks are steady. Others revolve around a conference shipping deadline or a month-end close. We are looking for someone organized and dependable who is comfortable following up with people until they respond, working semi-independently, and has a strong attention to detail.

What You Will Do

• Run the front office. Mail, deliveries, supplies, visitors, conference rooms, and answers the main phone line during business hours.
• Coordinate with our building and service vendors, including facilities, security, IT, and scheduled onsite services.
• Support our finance cycle. Collect outstanding credit card receipts, prepare weekly reports, and ensure invoices and banking documents are routed to our accounting team.
• Keep corporate records current, including vendor accounts, insurance certificates and renewal dates, and electronic signature files.
• Handle conference and event logistics, including sourcing materials, shipping, and setup.
• Support the President with calendar, travel, correspondence, and following up on open items.
• Coordinate employee equipment with our IT provider, and help with job postings, employee cards, and other HR logistics.

What We Are Looking For

• Two or more years in an office, administrative, or front desk role
• Strong organization and follow-through, especially on recurring deadlines
• Comfortable with Microsoft Office and quick to pick up new systems
• Clear, careful writing and communications. You proofread before you send.
• Good judgment with confidential company and employee information
• Able to work onsite in Alexandria

Helpful, Not Required

• Experience working within a small business
• Experience working in a government contracting environment
• Exposure to expense or accounts payable systems such as Concur, BILL, or Deltek
• Experience coordinating trade show and conference logistics

SNA International is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.