Executive Assistant

Location: Merrifield

Job Title:

Executive Assistant

Location:

Vienna, VA

Type:
Contract

Pay Rate:
Open to Both C2C and W2 options

Work Model:
Onsite - onsite

Responsibilities

- Manage a complex and dynamic executive calendar, ensuring the Chief Procurement Officer'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

- 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 Chief Procurement Officer has the right information, context, and materials in advance of key meetings

- 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

- 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

- Support the Chief Procurement Officer 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

Requirements

- 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, and Power Point

- Excellent written and verbal communication skills, with strong attention to detail and professional polish

- Ability to work independently, anticipate needs, solve problems, and make sound decisions with limited direction

- Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously

- High degree of discretion, integrity, and professionalism when handling sensitive or confidential matters

- Experience supporting executives in a large corporate, financial services, procurement, supply chain, vendor management, or similarly complex environment preferred

Preferred Qualifications

- Prior experience supporting a Chief Procurement Officer, Chief Supply Chain Officer, Chief Operating Officer, or other senior operations-focused executive

- Experience working with procurement, vendor management, sourcing, contracts, or third-party risk teams

- Familiarity with tools such as Concur, Service Now, SharePoint, SAP, Oracle, or similar enterprise systems

- Experience coordinating executive meetings with external vendors, consultants, legal partners, or senior business leaders

- Ability to quickly learn organizational norms, stakeholder relationships, and executive preferences

Key Competencies

- Strong executive presence and professionalism

- High attention to detail

- Exceptional organization and follow-through

- Ability to anticipate needs before being asked

- Sound judgment and discretion

- Clear, concise communication

- Comfort operating in ambiguity

- Responsiveness and reliability

- Ability to build trust quickly with executives and stakeholders

- A service-oriented mindset with the confidence to manage up appropriately

Success in This Role Looks Like

- The Chief Procurement Officer's calendar, meetings, travel, and day-to-day priorities are managed smoothly and proactively

- The executive is consistently prepared for meetings and key deliverables

- Stakeholders experience timely, professional, and clear coordination

- Administrative processes are handled…