Executive Assistant

Executive Assistant

Location:

Vienna, VA (Full-time on site) Pay Rate:
Open to Both C2C and W2 options Position Type:
Contract

We are seeking a highly experienced, polished, and proactive Executive Assistant to provide dedicated support to the VP Planning & Optimization. This six-month contractor role requires an individual who can operate with a high degree of professionalism, discretion, urgency, and independent judgment in a fast-paced executive environment. The ideal candidate will have extensive experience supporting senior executives, preferably in a large, complex, highly matrixed organization.

This individual must be highly organized, detail-oriented, resourceful, and comfortable managing competing priorities while maintaining strong follow-through and confidentiality. This role is best suited for someone who understands executive-level support is not only administrative, but also operationally critical.

The Executive Assistant will help ensure the VP Planning & Optimization is prepared, organized, and able to focus on strategic priorities by managing calendars, communications, meeting logistics, travel, expenses, materials, and day-to-day coordination across internal and external stakeholders.

• Executive Calendar and Time Management
• Manage a complex and dynamic executive calendar, ensuring the VP Planning & Optimization's time is prioritized effectively and aligned to business needs
• Anticipate scheduling conflicts, resolve issues proactively, and ensure the executive is prepared for upcoming meetings, events, and deliverables
• Coordinate meetings across senior leaders, internal teams, external partners, vendors, and other stakeholders
• Apply sound judgment when prioritizing requests, escalating urgent matters, and protecting time for high-priority work
• Meeting Coordination and Preparation
• Plan and coordinate executive meetings, leadership discussions, vendor meetings, and cross-functional working sessions
• Prepare agendas, organize materials, capture notes or action items when needed, and ensure follow-up items are tracked to completion
• Partner with internal teams to gather and organize materials for meetings, presentations, briefings, and executive updates
• Ensure the VP Planning & Optimization has the right information, context, and materials in advance of key meetings
• Communication and Stakeholder Support
• Serve as a professional and trusted point of contact for internal and external stakeholders
• Draft, review, proofread, and format correspondence, meeting materials, and other executive communications as needed
• Handle sensitive information with the highest level of confidentiality and discretion
• Represent Procurement & Vendor Management with professionalism, responsiveness, and sound judgment
• Travel, Expense, and Administrative Support
• Coordinate domestic travel arrangements, including flights, lodging, transportation, itineraries, and meeting logistics
• Prepare and submit expense reports accurately and in a timely manner
• Support administrative processes, including purchase requests, invoices, vendor coordination, onboarding logistics, and other operational needs as required
• Maintain organized records, files, contact lists, distribution lists, and relevant documentation
• Operational and Project Coordination
• Support the VP Planning & Optimization by tracking priorities, deadlines, action items, and follow-ups across key work streams
• Assist with coordination of procurement-related meetings, leadership routines, vendor engagements, and internal business reviews
• Help organize information and maintain visibility into commitments, decisions, and pending items
• Identify opportunities to improve administrative processes, increase efficiency, and create smoother day-to-day operations for the executive

• Minimum of 7 to 10 years of experience providing executive-level administrative support, preferably to a senior executive, C-suite leader, or equivalent
• Demonstrated experience managing complex calendars, competing priorities, confidential information, and senior-level stakeholder interactions
• Strong proficiency with Microsoft Office applications, including Outlook, Teams, Word, Excel,…