Executive Assistant

Job Description

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

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 completionExecutive Support

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 itemsPayroll Administration

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 Benefits Administration (Direct Ownership with TPA)

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 Employee Lifecycle Administration

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 HR Systems, Compliance & Data Accuracy

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 identifiedOperating Approach

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 responsibilitiesQualifications

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 prioritiesKey Competencies

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.

Powered by JazzHR

PG6w0InAGS

Full-time