Executive Assistant (Hybrid)

Job Summary:

The Executive Assistant plays a crucial role in supporting senior executives or high-level management within an organization. This role requires exceptional organizational skills, discretion, and the ability to handle a wide range of administrative tasks with professionalism and efficiency.

We are looking for an Executive Administrator in our Centerville, VA location to support 3 Executives as well as provide HR Administration support. The job duties would be approximately 60% executive administration, 30% HR administration and 10% office administration.

Duties and Responsibilities:

Executive Assistant

• Manage and prioritize executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Screen and prioritize incoming emails, phone calls, and correspondence, responding on behalf of the executive when necessary.
• Prepare and edit correspondence, presentations, reports, and other documents as needed.
• Coordinate logistics for meetings and special events.
• Serve as the primary point of contact for internal and external stakeholders, exercising discretion and professionalism in all interactions.
• Facilitate communication between the executive and other team members, departments, clients, and partners.
• Draft and distribute internal communications and announcements on behalf of the executive.
• Build and maintain positive relationships with key contacts, representing the executive and the organization in a professional manner.
• Conduct research and gather information on various topics as requested by the executive, providing summaries and recommendations as needed.
• Assist in the planning, coordination, and execution of special projects, initiatives, and events.
• Track project timelines, milestones, and deliverables, ensuring that deadlines are met and objectives are achieved.
• Collaborate with other team members and departments to ensure cross-functional alignment and integration of efforts.
• Confidentiality and Discretion:
• Complete expense reports.
• Other duties as assigned.

Office Administration

• Order/track office supplies and equipment; to include scheduling office equipment maintenance requests.
• Maintain the office condition.
• Notarize documents as needed.
• Distribute mail and prepare outgoing mailings/shipments.
• Provide general support to visitors.
• Plan on-site and off-site events; to include ordering lunches.

Human Resource Administration

• Maintain employee files and conduct routine file audits; to include accurately enter new hire, termination, and change data into the HRIS.
• Provide Hiring and Recruitment Support for internal positions; to include requisition routing, posting jobs on internal and external job boards, schedule phone interviews, review applications and prepare all new hire paperwork and present it to candidates.
• Support the new hire onboarding and offboarding processes including document collection, and conducting background checks.
• Assist with planning and execution of special events such as performance reviews, benefits enrollments, audits, and organization-wide initiatives.
• Complete employment verifications, unemployment requests, as well as I9 and e-verify verifications.
• Assist with all HR reporting and metrics data, ability to run ad-hoc reporting requests.
• Respond to other miscellaneous administrative tasks to support the needs of the HR department.
• Other HR Administration duties as assigned.

Knowledge and Experience:

• Proven experience as an Executive Assistant or in a similar administrative role, supporting senior executives or management.
• Proven ability to handle confidential information with discretion.
• Proven experience building effective work relationships with diverse individuals and groups, internally and externally, and creating a welcoming and productive business environment.

Skills and Abilities:

• Ability to work independently and use your past experiences and skills to define many of the deliverables.
• Ability to handle sensitive and confidential information with the utmost discretion and professionalism.
• Ability to maintain strict confidentiality regarding executive discussions, decisions, and personal matters.
• Can handle multiple tasks and the ability to work within deadlines.
• Excellent verbal and written communication skills.
• Detail orientated, highly organized, proactive and strong judgement skills.
• Advanced MS Office Experience to include; MS Word, Excel, Outlook, and PowerPoint.
• Experience with Concur preferred.

Avenu Summary:

Avenu provides local governments with ways to achieve more predictable revenue that supports growth, fuels modernization and ensures compliance with mandated but underfunded programs. Avenu’s revenue enhancement and administrative solutions find and recover license, permit and other taxes that cities and counties struggle to collect. The insights and improved fiscal posture enables governments to deliver expected services and sustain a high quality of life for residents.

Avenu is an Equal Opportunity Employer. Selection for a position will be made without regard to race, religion, national origin, sex, political affiliation, marital status, non-disqualifying physical handicap, and age.