About this opportunity
DEFCON AI lists this Executive Administrator & Office Manager opportunity in mc lean, Virginia. Review the employer’s description below for duties, qualifications and application requirements.
Job description
Executive Administrator & Office ManagerResilience in the face of disruption. DEFCON AI is an insights company that leverages artificial intelligence, mathematical optimization, data analytics, and software engineering for resilient optimization of complex systems. In today's dynamically changing world, DEFCON AI's technology aligns outcomes with operational goals, better decision making, and empowers customers to anticipate assess, and mitigate the impacts of disruptions.DEFCON AI is seeking an experienced Executive Administrator & Office Manager to support our executive leadership team and help maintain the smooth operation of our McLean, VA office. This role is ideal for a highly organized, proactive professional who enjoys balancing executive support, operational coordination, and office management responsibilities.This is a hybrid position with three days in our McLean, VA office.Key ResponsibilitiesManage complex calendars for multiple executives, coordinating meetings across internal and external stakeholders.Prioritize scheduling requests and resolve calendar conflicts while balancing changing business needs.Coordinate leadership meetings, offsites, and executive travel arrangements as needed.Prepare meeting materials, agendas, and supporting documentation.Track follow-up actions and help ensure key commitments remain visible and organized.Serve as a trusted point of contact for executives, exercising professionalism and discretion with sensitive information.Manage expense reporting and reconciliation through Concur and DEFCON AI's ERP platform, Unanet.Review expense submissions for accuracy, completeness, and policy compliance.Partner with Finance to resolve discrepancies and ensure timely processing.Maintain organized records of expenses, receipts, and supporting documentation.Support administrative workflows related to purchasing, invoices, and vendor coordination.Serve as the primary point of contact for day-to-day operations of the McLean office.Coordinate mail and package handling.Assist employees with office access, badge/card access requests, and workspace needs.Coordinate office supplies, equipment, and vendor services.Support onboarding and offboarding activities related to office logistics.Help plan and coordinate occasional onsite meetings, team gatherings, and company events.What We're Looking For:5+ years of experience in executive administration, office management, or a related administrative support role in a professional environmentDemonstrated experience supporting senior executives and managing complex calendars.Experience processing expenses, reimbursements, and administrative records.Strong organizational skills with exceptional attention to detail.Ability to manage multiple priorities and adapt in a fast-paced environmentExcellent written and verbal communication skills.Strong interpersonal skills and customer-service orientation, with the ability to work effectively across all levels of the organizationHigh degree of professionalism, discretion, and judgment when handling confidential informationProficiency with Slack and Microsoft Office 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.Demonstrated ability to anticipate needs, take initiative, and work with minimal supervision.Must be located in the Washington, DC metropolitan area and able to work onsite in the McLean /Tysons corner office three days per week.Nice to Have:Experience using Concur or similar for expense management.Experience supporting executive leadership teams within a technology, government contracting, or startup environment.Experience coordinating travel, meetings, and company eventsBachelor's Degree with at least 2 years' experience in the administrative professional field and/or events planningWhat Success Looks Like:Executive calendars run smoothly with minimal scheduling conflicts.Expense reports are processed accurately and on time.Leadership teams receive responsive, proactive support.The McLean office remains organized, functional, and welcoming.Employees have a positive onsite experience and can quickly resolve office-related needs.Administrative processes are well organized and scalable as the company grows.What We Offer:A fully remote environmentCompetitive salary, bonus, and equity package100% employer paid, comprehensive health insurance including medical, dental, and vision for you and your familyUnlimited PTO, with your manager's approvalFlexible work environment where you manage your work day14 weeks of fully-paid parental leaveSalary Range: $75,000-$110,000. This represents the typical salary range for this position based on experience, skills, and other factors.We're an Equal Opportunity Employer: You'll receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.
Worksite address
mc lean, VA, 22101, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.