Operations and Executive Support Lead

Jobtailor; McLean (VA); On-site; USD 40,000 - 64,000; Full time

Job summary

Jobtailor is seeking an organized and proactive Office Administrator to support executive leadership in McLean, VA. The role requires 1–2 years of relevant experience and proficiency in Microsoft Office for drafting reports, coordinating calendars, and handling correspondence.

You will manage daily tasks, coordinate audits, oversee operations, and assist with onboarding and client/material preparations. A professional, confidential approach is essential in a fast-paced team environment.

Qualifications

• 1–2 years of relevant administrative experience.
• High school diploma or equivalent.
• Strong attention to detail and prioritization.
• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Professionalism and confidentiality.
• Proficient in Word, Excel, PowerPoint, Outlook.
• Experience with office management software.
• Ability to work independently and in a team.
• Positive, can-do attitude and interpersonal skills.

Responsibilities

• Provide executive administrative support to executive members.
• Manage time, daily appointments, tasks, email, and calls.
• Coordinate annual office compliance audit with auditors.
• Oversee day-to-day office operations and team management.
• Coordinate office events, meetings, and team-building activities.
• Coordinate status communications among clients, brokers, and insurers.
• Maintain a clean, organized work environment.
• Serve as primary contact for vendors and building management.
• Assist with onboarding and milestones for new clients.
• Prepare client-specific presentations and materials.
• Maintain internal database and lead transition activities.
• Handle inquiries and troubleshoot operational issues.
• Manage executive calendars, meetings, travel, reports, and communications.
• Coordinate executive meetings, agendas, notes, and action follow-up.
• Perform other responsibilities assigned by the Manager.

Skills

Attention to detail

Organizational skills

Communication skills

Multitasking

Teamwork

Confidentiality

Independence

Positive attitude

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Office management software

Job description

Responsibilities

• Provide executive administrative support to executive members of the organization
• Manage the Managing Director's time, daily appointments, tasks, email, and phone calls
• Coordinate the annual office compliance audit with broker/dealer auditors and employees
• Oversee day-to-day office operations, including escalation, delegation, decision-making, and office manager management
• Coordinate office events, meetings, and team-building activities
• Manage the life insurance process from application intake through policy issuance
• Coordinate status communications among clients, brokers, and insurance companies
• Maintain a clean, organized, stocked, and properly managed work environment
• Serve as primary point of contact for vendors and building management
• Assist with employee lifecycle documentation, onboarding, access, and equipment
• Handle office inquiries and troubleshoot operational issues
• Manage executive calendars, meetings, presentations, travel, correspondence, reports, and communications
• Coordinate executive meetings, agendas, notes, and action-item follow-up
• Facilitate communication among executives, clients, and vendorsManage the team onboarding new clients and track onboarding milestones
• Coordinate preparation of client-specific presentation and meeting materials
• Maintain the internal database and lead transition activities
• Perform other responsibilities assigned by the Manager

Requirements

• 1-2 years of relevant experience
• High school or equivalent
• Strong attention to detail and ability to prioritize tasks effectively
• Excellent organizational and multitasking skills
• Strong written and verbal communication skills
• Ability to maintain professionalism and confidentiality
• Proficiency in Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook
• Proficiency in office management software
• Ability to work independently and as part of a team in a fast-paced environment
• Positive, can-do attitude with excellent interpersonal skills