Axelon
Axelon is hiring: Executive Assistant in Washington
Axelon, Washington, DC, United States, 20022
Executive Assistant
Washington, DC - Hybrid
6 Months
Pay Rate: 40 - 45/hr ***
Years of experience: 5+ as executive assistant/assistant.
Contractor will need to come to the D.C. office Tuesday - Thursday and WFH Monday and Friday.
Responsible for providing administrative support to three executive-level individuals. Assistant must be creative and enjoy working within a fast-paced environment that is mission-driven and results-oriented. The ideal individual will require the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This position requires the ability to work under pressure and manage a wide variety of activities and confidential matters with discretion. Must be able to interface well with all departments of the company and to represent the executive officer in a highly professional manner. Strong communication skills and multi-tasking capabilities are a must. Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
DUTIES AND RESPONSIBILITIES
Communications
• Writes error-free, eloquent emails and letters for various events and announcements.
• Provides a bridge for smooth communication between other internal departments;
demonstrating leadership to maintain credibility, trust and support with senior management
staff.
• Consolidation of weekly, and quarterly team status reports (including team Directors), and
program or key strategic priority updates.
Calendar Management
• Plans, coordinates and ensures the VPs' schedules are followed and respected. Provides
"gatekeeper" and "gateway" role, creating win-win situations for access executive's time and
office.
• Works closely and effectively with the VP, to keep them well informed of upcoming
commitments and responsibilities, following up appropriately. Acts as a "barometer," having a
sense for the issues taking place in the environment and keeping the VPs updated.
Events and Meetings
• Takes notes and distributes meeting minutes, agendas and meeting packages.
• Sets-up staff meetings, maintains electronic staff calendars and organizes team events.
• Prepares for meetings including ordering lunch, booking conference rooms, setting up projector
or video conferencing units.
Travel
• Provides travel arrangements for VPs and other leaders on the team; sometimes handling
complex travel scenarios.
• Becomes familiar with the specific, detailed needs of the VPs and travel partners; creates
consistent travel itinerary portfolios for reference and be available during travel times to quickly
address any last-minute changes or cancellations.
• Must be proactive in understanding - and adhering to - all travel policies and procedures.
Expenses and Budgeting
• Accurately tracks expenses for VPs by managing credit cards and receipts. Processes and
submits receipts accurately and on schedule.
Onboarding and Coordination
• Coordinate with Business Unit Coordinator to set up new contractors or employees. Acts as a
liaison with outsourced IT consultant on all technology-related issues, including rapidly
responding to staff problems and network outages.
Other team duties as assigned; examples include:
• Vendor, product and contract management
• JIRA Reporting/Clean Up (Willingness to learn)
• Workflow monitoring, reporting and clean up (Willingness to learn)
• Email reporting and monitoring (Willingness to learn)
• Infonet/Intranet site content editor (Willingness to learn)
• Email QA/QC (Willingness to learn)
Washington, DC - Hybrid
6 Months
Pay Rate: 40 - 45/hr ***
Years of experience: 5+ as executive assistant/assistant.
Contractor will need to come to the D.C. office Tuesday - Thursday and WFH Monday and Friday.
Responsible for providing administrative support to three executive-level individuals. Assistant must be creative and enjoy working within a fast-paced environment that is mission-driven and results-oriented. The ideal individual will require the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This position requires the ability to work under pressure and manage a wide variety of activities and confidential matters with discretion. Must be able to interface well with all departments of the company and to represent the executive officer in a highly professional manner. Strong communication skills and multi-tasking capabilities are a must. Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
DUTIES AND RESPONSIBILITIES
Communications
• Writes error-free, eloquent emails and letters for various events and announcements.
• Provides a bridge for smooth communication between other internal departments;
demonstrating leadership to maintain credibility, trust and support with senior management
staff.
• Consolidation of weekly, and quarterly team status reports (including team Directors), and
program or key strategic priority updates.
Calendar Management
• Plans, coordinates and ensures the VPs' schedules are followed and respected. Provides
"gatekeeper" and "gateway" role, creating win-win situations for access executive's time and
office.
• Works closely and effectively with the VP, to keep them well informed of upcoming
commitments and responsibilities, following up appropriately. Acts as a "barometer," having a
sense for the issues taking place in the environment and keeping the VPs updated.
Events and Meetings
• Takes notes and distributes meeting minutes, agendas and meeting packages.
• Sets-up staff meetings, maintains electronic staff calendars and organizes team events.
• Prepares for meetings including ordering lunch, booking conference rooms, setting up projector
or video conferencing units.
Travel
• Provides travel arrangements for VPs and other leaders on the team; sometimes handling
complex travel scenarios.
• Becomes familiar with the specific, detailed needs of the VPs and travel partners; creates
consistent travel itinerary portfolios for reference and be available during travel times to quickly
address any last-minute changes or cancellations.
• Must be proactive in understanding - and adhering to - all travel policies and procedures.
Expenses and Budgeting
• Accurately tracks expenses for VPs by managing credit cards and receipts. Processes and
submits receipts accurately and on schedule.
Onboarding and Coordination
• Coordinate with Business Unit Coordinator to set up new contractors or employees. Acts as a
liaison with outsourced IT consultant on all technology-related issues, including rapidly
responding to staff problems and network outages.
Other team duties as assigned; examples include:
• Vendor, product and contract management
• JIRA Reporting/Clean Up (Willingness to learn)
• Workflow monitoring, reporting and clean up (Willingness to learn)
• Email reporting and monitoring (Willingness to learn)
• Infonet/Intranet site content editor (Willingness to learn)
• Email QA/QC (Willingness to learn)