Senior Administrative Assistant (Administrative Support Assistant III)

Capital One National Association; McLean (VA); On-site; USD 81,000 - 92,000; Full time

Job summary

Capital One is seeking an Administrative Support Assistant III in McLean, VA to manage calendars, coordinate meetings, and support deal teams. The role emphasizes executive gatekeeping, travel planning, and expense processing across multiple executives and geographies.

The ideal candidate will have strong Microsoft Office skills, 2+ years of admin experience, and a track record in event planning and client-facing coordination.

Qualifications

• High School Diploma, GED or equivalent certification.
• At least 2 years of Administrative experience.
• At least 2 years of experience in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) or Google Suite.

Responsibilities

• Manage daily calendars and adjust schedules for last-minute changes.
• Arrange meetings and events including rooms, catering, and AV needs.
• Drive team events and coordinate travel and expense processes.
• Cultivate relationships with executives and internal teams for quick answers.
• Coordinate travel within client parameters and policy guidelines.
• Prepare and process expense reports with appropriate coding.
• Be a role model for admins with high service standards.
• Perform general administrative tasks and ad-hoc projects.
• Communicate clearly with clients and external teams.
• Identify mutually convenient meeting locations and arrange travel details.
• Gatekeep for your team and manage client prioritization in scheduling.
• Organize management presentations across geographies, including travel logistics.
• Coordinate catering, audiovisual, rooming and run-of-show items in advance.
• Process charges to provide an accurate all-in spend picture.

Skills

Calendar management

Event planning

Travel coordination

Communication

Organization

Education

Associates Degree

High School Diploma

Tools

Outlook

Excel

Word

PowerPoint

Google Suite

Zoom

Skype

Job description

Responsibilities

• Manage daily calendars, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes.

  • Develop strategies unique to each Executives’ needs in order to maximize efficiency and clearly communicate priorities

  • Identify upcoming conflicts and key players to assess coverage and communication strategies

  • Advocate for your Executive’s availability across the enterprise to gate-keep internal scheduling

  • Know the status of active deals to anticipate upcoming client and team needs

• Arrange meetings and events by sending invitations; in addition to reserving meeting rooms, catering, audio/video, and other services as needed

  • Understand business nuances of in-person meetings, including: invite formatting, guest registration, compliance protocols and on-site meeting flow

• Drive key team events (all-hands meeting, conferences, ordering supplies and social events) and their corresponding pieces

  • Facilitate venue sourcing, contracting and event execution while building industry relationships to leverage for future events

• Be a living resource by cultivating relationships across the Enterprise with various subject matter experts to provide your team with quick and accurate answers

• Coordinate travel arrangements for your team and broader deal teams with respect to your client’s parameters, and their overall spend

  • Be accessible for changes and address them swiftly and calmly via Capital One’s approved channels factoring in travel exceptions and policies

  • Provide innovative problem-solving alternatives

• Prepare and process expense reports in a timely manner with appropriate coding and comments based on client and general business needs

• Serve as a role model for all other administrative professionals by maintaining the highest levels of customer service externally and internally across the entire organization

• Perform general administrative tasks for day-to-day operations, including shipping, document preparation, facilitating ad-hoc projects and handling novel issues

• Communicate clearly, concisely and professionally with clients and their support staff

  • Cultivate relationships with external administrative teams to easily facilitate future business needs

  • Know the life cycle of a deal within our business to effectively prioritize clients when scheduling meetings

• Establish yourself as both a gatekeeper and a main point of contact for your team through your communications and relationship cultivation

• Organize Management Presentations in various geographies, inclusive of all surrounding travel or dining logistics

  • Identify mutually convenient locations for client and prospect travel before sourcing appropriate venues factoring in discretion, meeting needs and accessibility

  • Provide travel assistance, as needed, for external parties

  • Coordinate all catering, audiovisual, rooming and private dining contracts, and run-of-show items ahead of time to provide a seamless experience

  • Process relevant charges in a timely manner to provide clients with an accurate picture of their all-in spend and reinforce Capital One’s integrity as a business partner

• Be an effective partner in planning collaborative events at relevant conferences, or as business development opportunities, and demonstrate willingness to navigate relationship nuances in the process

• Facilitate celebratory activities and arrangements for clients at the close of transactions through sourcing various experiences and facilitating the venue and dining contracts, transportation logistics, and general travel arrangements

Basic Qualifications

• High School Diploma, GED or equivalent certification

• At least 2 years of Administrative experience

• At least 2 years of experience in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) or Google Suite

Preferred Qualifications

• Associates Degree

• At least 5+ years of experience as an Executive Assistant or Administrative Assistant in a fast-paced environment

• At least 3+ years of calendar management supporting multiple executives

• At least 1+ year of meeting and event planning experience

• Experience setting up video conference and Zoom/Skype technology for meeting user

• Experience planning ahead and managing time effectively

• Excellent written and verbal communications

• Excellent organizational skills

At this time, Capital One will not sponsor a new applicant for employment authorization for this position.

McLean, VA: $80,900 - $92,300 for Admin Support Assistant III

Candidates hired to work in other locations will be subject to the pay range associated with that location, and the actual annualized salary amount offered to any candidate at the time of hire will be reflected solely in the candidate’s offer letter.

Capital One offers a comprehensive, competitive, and inclusive set of health, financial and other benefits that support your total well-being. Learn more at the Capital One Careers website. Eligibility varies based on full or part-time status, exempt or non-exempt status, and management level.

This role is expected to accept applications for a minimum of 5 business days. No agencies please. Capital One is an equal opportunity employer (EOE, including disability/vet) committed to non-discrimination in compliance with applicable federal, state, and local laws. Capital One promotes a drug-free workplace. Capital One will consider for employment qualified applicants with a criminal history in a manner consistent with the requirements of applicable laws regarding criminal background inquiries, including, to the extent applicable, Article 23-A of the New York Correction Law; San Francisco, California Police Code Article 49, Sections 4901-4920; New York City’s Fair Chance Act; Philadelphia’s Fair Criminal Records Screening Act; and other applicable federal, state, and local laws and regulations regarding criminal background inquiries.

If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation, please contact Capital One Recruiting at 1-800-304-9102 or via email at [e-mail]. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations.

For technical support or questions about Capital One's recruiting process, please send an email to [e-mail]

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Capital One Financial is made up of several different entities. Please note that any position posted in Canada is for Capital One Canada, any position posted in the United Kingdom is for Capital One Europe and any position posted in the Philippines is for Capital One Philippines Service Corp. (COPSSC).