Executive Assistant
McLean, VA (DC Metro Area), VA
Full Time
Mid Level
Job Title: Executive Assistant
Location: McLean, VA (Onsite)
Working Hours: 8 AM – 5 PM
Job Summary
This role is responsible for independently managing front desk operations, providing high-level executive support, and executing U.S. HR administrative processes, including payroll preparation and benefits coordination. The role requires a high level of ownership, discretion, accuracy, and the ability to follow established processes with minimal supervision.
Key Responsibilities
Office Manager
Location: McLean, VA (Onsite)
Working Hours: 8 AM – 5 PM
Job Summary
This role is responsible for independently managing front desk operations, providing high-level executive support, and executing U.S. HR administrative processes, including payroll preparation and benefits coordination. The role requires a high level of ownership, discretion, accuracy, and the ability to follow established processes with minimal supervision.
Key Responsibilities
Office Manager
- Serve as the primary point of contact for all visitors and office-related inquiries
- Manage calls, emails, and front desk operations without supervision
- Monitor and manage the company’s general mailbox, ensuring timely responses and proper routing of emails
- Maintain office supplies, meeting rooms, and day-to-day office organization
- Handle administrative requests independently and ensure timely completion
- Manage complex calendars for senior executives, including scheduling meetings, resolving conflicts, and prioritizing appointments
- Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and itineraries
- Prepare and process expense reports on behalf of executives in a timely and accurate manner
- Draft, proofread, and format executive correspondence, presentations, and reports
- Act as a liaison between executives and internal/external stakeholders, ensuring clear and professional communication
- Handle confidential information with the utmost discretion and professionalism
- Anticipate executive needs and proactively manage priorities to support effective time management
- Coordinate logistics for leadership meetings, including agendas, materials, and follow-up action items
- Responsible for preparing accurate payroll inputs via Paylocity
- Track and validate employee hours, PTO, and payroll changes (new hires, terminations, adjustments)
- Ensure all payroll data is complete, accurate, and submitted within deadlines
- Follow payroll checklists and processes without dependency on HR
- Coordinate directly with management for approvals when required
- Act as the primary point of contact with Third-Party Administrators (TPAs)
- Manage benefits enrollment, changes, and employee inquiries independently
- Maintain accurate and up-to-date benefits records
- Execute open enrollment processes based on predefined guidelines
- Resolve routine benefits issues without escalation
- Execute onboarding and offboarding processes end-to-end using established templates and checklists
- Ensure all documentation is completed, filed, and tracked accurately
- Coordinate system access and required documentation without delays
- Maintain organized and audit-ready employee records
- Maintain 100% accuracy of employee data in systems and trackers
- Update all changes (compensation, title, status) in a timely manner
- Generate basic reports when required using existing templates
- Collaborate with 3rd party firm to ensure adherence to applicable states-level employment regulations by following established compliance processes and checklists
- Flag any potential compliance risks or discrepancies to management when identified
- This role is expected to manage day-to-day responsibilities independently using established processes, templates, and checklists
- Routine payroll, benefits, and administrative tasks should be handled end-to-end within the role including collaborating with 3rd party firms.
- The role should proactively coordinate with relevant stakeholders to ensure deadlines are met
- Matters requiring alignment include:
- Policy exceptions
- Compliance-related concerns
- System or process issues impacting task completion
- The role is accountable for maintaining accuracy, meeting deadlines, and ensuring smooth execution of all assigned responsibilities
- 2-3 years of experience as an executive assistant, administrative, or HR support role
- Prior experience supporting C-suite or senior-level executives
- Basic understanding of U.S. payroll and benefits processes
- Strong attention to detail, accountability, and discretion
- Ability to follow structured processes independently and manage competing priorities
- Discretion and confidentiality
- Strong organizational and time management skills
- Professional communication and stakeholder management
- Proactive problem-solving and anticipation of executive needs
Benefits
Medical, dental, and vision insurance coverage.
Employer-paid short-term disability, long-term disability, and life insurance.
Paid time off with vacation (up to 10 days per year).
Paid sick leave (up to 5 days per year).
401(k) retirement savings plan.
Tuition reimbursement or assistance toward continuing education.
Paid attendance at approved workshops and conferences.
Full access to LinkedIn Learning.
Employee Assistance Program (EAP).
Perks (HQ Location)
Complimentary daily office snacks and beverages.
Professional development and ongoing learning opportunities.
Employee recognition programs.
Company-sponsored social events and team-building activities.
Collaborative, team-oriented work environment.
Opportunities to work on high-impact projects with experienced professionals.
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