Executive Assistant & Operations Coordinator

Executive Assistant & Operations Coordinator
MC3 Design

McLean, VA | Hybrid (Mon/Fri Remote, Tues-Thurs In Office) | Full-Time

Executive Support | Operations Coordination | Project Administration

MC3 Design is a growing family-owned architecture and design-build firm focused on delivering exceptional high-end residential and commercial projects. We are known for our commitment to luxury standards, innovative thinking, strong client relationships, and a collaborative team culture.

We believe great design starts with great operations. That is why we are looking for a highly proactive Executive & Operations Assistant who can help create structure, protect momentum, and support the CEO and team at a high level.

This position is ideal for someone who thrives on anticipation, organization, problem-solving, and keeping both business and personal operations running seamlessly.

The Executive & Operations Assistant will serve as the operational right hand to the CEO, acting as a gatekeeper, logistics coordinator, and day-to-day problem solver. This role blends executive support, operational coordination, project administration, and personal assistance responsibilities.

The ideal candidate is highly organized, detail-oriented, tech-savvy, and able to operate with professionalism, discretion, and urgency in a fast-paced environment.

• Manage the CEO's inbox and calendar with strong prioritization and time protection
• Draft professional, tone-matched email responses for CEO review
• Maintain timely follow-ups and communication tracking
• Coordinate client consultations, site visits, and internal meetings
• Ensure meeting documentation and project materials are prepared in advance

• Maintain accurate project data and file organization within Job Tread or similar project management platforms
• Audit project records, contact information, and documentation regularly for accuracy
• Assist with permit application administration and status tracking with local jurisdictions
• Support project accounting tasks including receipt capture and expense reporting
• Coordinate project samples, client gifts, returns, and purchasing logistics

• Coordinate home and office vendors, maintenance, deliveries, and service appointments
• Manage personal appointments and travel arrangements for the CEO
• Handle miscellaneous personal and operational tasks with discretion and efficiency
• Help create an environment that allows the CEO to remain focused on company growth and project excellence

• US work authorization required
• 3+ years of experience in an Executive Assistant, Operations Assistant, or high-level administrative support role
• Experience supporting executives in architecture, construction, design-build, or luxury service industries strongly preferred
• Strong proficiency with Google Workspace
• Experience with Job Tread or similar construction/project management software preferred
• Excellent written and verbal communication skills
• Strong organizational skills with exceptional attention to detail
• Ability to manage confidential information professionally
• Undergraduate degree preferred, but equivalent experience will also be considered

The right person for this role is:

• Highly proactive and self-directed
• Calm under pressure and adaptable in a fast-moving environment
• Naturally organized and process-oriented
• Comfortable acting as a gatekeeper and buffer for executive priorities
• Resourceful, dependable, and solutions-focused
• Someone who notices what needs to be done before being asked

• Salary Range: $60,000-$85,000 annually, depending on experience
• Hybrid
  
  Schedule:
  
  Monday & Friday Remote;
  Tuesday to Thursday In-office
• Opportunity for long-term growth within a growing design-build firm

At MC3 Design, you will be part of a collaborative, relationship-driven team that values quality, accountability, flexibility, and professional growth. This role offers the opportunity to make a direct impact on the efficiency and success of a growing company while working closely with leadership in a high-trust environment.

MC3 Design is an equal opportunity employer and values professionalism, collaboration, and diversity within our team.