Office & Executive Assistant

The Office & Executive Assistant is a dual-function role responsible for ensuring the smooth operation of our office environment while providing high-level administrative support to senior executives. This individual will be the central point of contact for office management duties, including facility coordination, supply management, and creating an efficient workspace for all employees. Concurrently, they will manage executives’ schedules, handle communications, and assist with special projects, requiring discretion, a proactive approach, and excellent organizational skills.

• Office Operations: Oversee all daily office operations, including managing incoming and outgoing mail, maintaining office cleanliness, and ensuring all common areas are well-stocked and functional.
• Vendor & Supply Management: Manage relationships with office vendors (e.g., janitorial, catering, building maintenance). Monitor and order all office supplies, equipment, and kitchen items, ensuring inventory levels are sufficient.
• Facility Coordination: Act as the primary liaison with building management for maintenance requests, repairs, and security. Coordinate with IT to ensure all office technology is functioning properly.
• Employee Support: Serve as the first point of contact for general employee inquiries and provide assistance with office-related needs.
• Event Planning: Plan and coordinate office events, meetings, and team-building activities, including logistics, catering, and venue selection.

• Scheduling & Calendar Management: Strategically manage the executive's complex calendar, including scheduling meetings, appointments, and travel arrangements.
• Communication: Draft, edit, and proofread internal and external correspondence, presentations, and reports. Manage incoming calls and emails, and respond on behalf of the executive as appropriate.
• Travel Coordination: Arrange comprehensive travel itineraries, including flights, hotels, ground transportation, and meeting schedules.
• Meeting Preparation: Prepare meeting agendas, gather necessary documents, and take detailed minutes during meetings as requested.
• Project Support: Assist with special projects, research, and data gathering, handling confidential information with the utmost discretion.

• Experience: Minimum of 5 years of experience in a similar role, combining office management and executive administrative support functions
• Education: Bachelor's degree preferred, but not required with relevant experience
• Skills:
• Proven ability to manage multiple priorities and projects simultaneously
• Exceptional organizational and time management skills
• Strong written and verbal communication skills
• High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity software
• Professional demeanor with a strong emphasis on confidentiality and discretion
• Proactive and resourceful problem-solver
• Must be able to work 5 days a week onsite in North Bethesda, MD with ability to also split time between our Gaithersburg, MD office location when needed