Executive Assistant

Position Details:
Job Title: Executive Assistant
Location: Onsite Vienna, VA
Duration: 6++ months with high possibility of extensions
Schedule: Monday Friday, 40 hours/week
Experience Level: 2

Executive Assistant to the Chief Procurement Officer
Contract Duration: Approximately 6 months
Location: Vienna, VA. Full-time on site.
Reports To: VP Planning & Optimization

Position Summary
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.

Key Responsibilities
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 workstreams
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

Required Qualifications
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 PowerPoint
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 VP 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, ServiceNow, 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
The successful candidate will demonstrate:
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 VP 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 accurately and with minimal follow-up required
Confidential information is managed appropriately and discreetly
The contractor quickly becomes a trusted, reliable extension of the VP's office during the six-month assignment