Office Manager/Executive Assistant

Enabled Intelligence, Inc.; Falls Church (VA); On-site; USD 55,000 - 75,000; Full time

Job summary

Enabled Intelligence is hiring an Office Manager/Executive Assistant to support our Falls Church, VA team. The role centers on running the office, coordinating facilities, onboarding new hires and providing high-level administrative support to senior leaders.

You will supervise the Office Assistant, manage calendars, interface with building management, arrange events, and help maintain a secure, efficient workplace as EI expands its footprint in the region.

Qualifications

• Ability to obtain a TS/SCI Security Clearance.
• Experience as administrative assistant or office manager.
• Strong Excel and PowerPoint skills.
• Proficiency with Outlook calendar management.
• Excellent communication and organizational skills.
• Ability to work with diverse teams in an inclusive environment.
• Ability to work independently and meet deadlines.

Responsibilities

• Supervise and oversee Office Assistant including daily check-ins to communicate clear priorities.
• Develop processes to set the Office Management team up for success.
• Maintain a welcoming, warm and clean office space for EI team members and guests.
• Oversee opening and closing of the office and secure spaces.
• Coordinate office events including room reservations, catering, logistics and invitations.
• Manage relationships with building management and coordinate with sanitation and tenant meetings.
• Oversee inventory of office supplies and onboarding materials.
• Manage vendors and contractors for office services and maintenance.
• Assist with onboarding including setting up desks and access passes.
• Manage access to secure facilities and conduct monthly badge audits.
• Provide administrative support to CPO, CEO and COO including meetings and reports.
• Cover reception during busy times.

Skills

TS/SCI clearance

Office management

Calendar management

Excel

PowerPoint

Communication

Organizational skills

Team player

Confidential information handling

Tools

Outlook

Excel

PowerPoint

Job description

Office Manager/Executive Assistant

Location: Falls Church, VA

Enabled Intelligence

Enabled Intelligence, Inc. provides extremely accurate, precise and secure data labeling and AI solutions to help our government and commercial customers effectively deploy reliable and unbiased artificial intelligence technologies. We leverage the unique talents of veterans, people with different abilities, and subject matter experts to unlock the value of data to improve the delivery of public services and mission critical national security programs. Every Enabled solution starts with a team of highly-trained, US based data analysts that have both subject-matter expertise as well as a deep understanding of the best techniques and tools for AI data annotation, model development, and testing and evaluation.

At EI we respect and celebrate individuals from all walks of life. Our different backgrounds, cultures, experiences, and way of thinking make us stronger together and result in the most accurate and reliable AI solutions for our clients. We are extremely committed to a culture and environment where excellence can be achieved!

Office Manager

As we continue to expand operations in our Falls Church, VA headquarters and our new office opening in St. Louis, MO in December, we are looking for an Office Manager/Executive Assistant to support our growing team. If the idea of working in a collaborative, energetic and people focused environment where we are working together to build something meaningful excites you, Enabled Intelligence might just be the team you are looking for!

Responsibilities

• Supervise and oversee Office Assistant including daily check-ins to communicate clear priorities, monitor and track progress of tasks
• Develop processes to set the Office Management team up for success
• Maintain a welcoming, warm and clean office space for EI team members and guests
• Oversee opening and closing of the office and secure spaces
• Coordinate office events including room reservations, catering, logistics and design and delivery of invitations
• Own relationship with building management including coordination and communication with the sanitation team and attending floor warden and tenant meetings
• Oversee inventory of office supplies, snacks/drinks and new hire onboarding supplies
• Manage vendors and contractors for office related services and maintenance
• Assist with new team member onboarding including setting up new hire orientation with welcome gifts, insuring desks are ready and key cards/building fobs have been set up
• Manage access to secure facilities and conduct monthly badge audits
• Provide administrative support to the CPO, CEO and COO such as coordinating internal and external group meetings, preparing materials, reports and presentations and assisting with projects as needed.
• Cover the reception desk when Office Assistant is required to step away to complete tasks like re-stocking snacks and escorting maintenance workers inside the cleared space
• Collaborate and assist HR with team member recognition and appreciation
• Assist with company social media and branding opportunities

Required Qualifications and Skills

• Ability to obtain a TS/SCI Security Clearance
• Ability to work Monday-Friday in our Falls Church, VA office between the hours of 9:30am-5:30pm with very occasional hours of 7am-3pm when office assistant is out
• Minimum one-year previous experience working in an administrative assistant or office management role
• Proficiency with Outlook calendar management
• Strong Excel and PowerPoint skills
• Strong communication and organizational skills
• Ability to be a good team player and work with individuals of diverse backgrounds in an inclusive environment
• Ability to work independently including managing your schedule, taking initiative and meeting project deadlines
• Ability to keep information confidential

Desired Qualifications and Skills

• Active TS Clearance
• Previous experience working at a government contractor in a secure space with knowledge of security protocols
• Previous people management experience
• Previous experience supporting multiple executives

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer

Background Check & Security Clearance

• Applicants selected will be subject to background security investigation and may need to meet eligibility requirements for access to classified information; clearance may be required