Executive Assistant / Office Manager
Position Overview
We are an established international construction and project management firm headquartered in McLean, VA, with operations in the Middle East and East Africa. As we expand our U.S. headquarters to strengthen operational control and executive support, we are seeking a highly independent Executive Assistant / Office Manager. In this hybrid role, you will provide executive-level support to senior leadership while independently managing day-to-day office operations. The McLean office is a lean, strategic hub, so this position requires a self-starter who can work with minimal supervision and coordinate seamlessly with remote teams in Bahrain and Djibouti. This is an ideal opportunity for an organized, proactive professional who thrives in an international environment and enjoys working autonomously.
Key Responsibilities
- Executive Support: Manage calendars, meetings, and travel for senior executives (across multiple time zones). Prepare meeting agendas, presentations, and take minutes as needed. Handle confidential correspondence and communications on behalf of leadership.
- Office Management: Oversee daily office functions with minimal oversight. Maintain office supplies and equipment, coordinate with vendors, and ensure a well-organized, professional office environment.
- Remote Coordination: Serve as the liaison between the McLean HQ and overseas offices. Coordinate information flow and follow-ups with our operational teams in Bahrain and Djibouti, ensuring tasks and communications are aligned across time zones.
- Administrative Operations: Handle incoming calls and emails, greet visitors, and manage mails for the HQ. Process expense reports, basic invoices or receipts, and coordinate these with the remote finance team. Implement and refine administrative procedures to improve efficiency.
- Project & Event Support: Assist in planning company meetings or events (on-site and virtual). Support special projects or research tasks for executives as they arise, proactively solving problems and improving processes without being asked.
Qualifications & Skills
- Experience: 5+ years as an Executive Assistant, Administrative Assistant, or Office Manager (preferably supporting senior executives). Proven ability to run an office independently.
- Education: Bachelor's degree in Business, Communications, or related field preferred (or equivalent work experience).
- Independence: Self-motivated and resourceful, with a demonstrated ability to work with minimal supervision and take initiative. Comfortable making decisions to keep operations running smoothly.
- Communication: Excellent verbal and written communication skills. Ability to professionally interact with international colleagues, clients, and vendors. Experience coordinating across different cultures or time zones is a plus.
- Organizational Skills: Exceptional organization, multitasking, and time management abilities. Keen attention to detail and accuracy in all tasks.
- Technical Skills: Proficiency with MS Office (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (e.g., Zoom/Teams). Ability to quickly learn new software or systems.
- Industry Knowledge: Prior experience in construction, engineering, or international business environments is a bonus (not required). This background helps in understanding industry terminology and overseas operations.
- Professionalism: High level of discretion and professionalism in handling sensitive information. Positive attitude and a problem-solving mindset.
Compensation & Benefits
- Salary: $50,000 - $80,000 per year (commensurate with experience).
- Benefits: Comprehensive benefits package including health insurance, paid time off, and retirement plan options.