Executive Administrator & Office Manager

Red Cell Partners•McLean, VA

2d•Hybrid

About The Position

DEFCON AI is seeking an experienced Executive Administrator & Office Manager to support our executive leadership team and help maintain the smooth operation of our McLean, VA office. This role is ideal for a highly organized, proactive professional who enjoys balancing executive support, operational coordination, and office management responsibilities. This is a hybrid position with three days in our McLean, VA office.

Requirements

5+ years of experience in executive administration, office management, or a related administrative support role in a professional environment
Demonstrated experience supporting senior executives and managing complex calendars.
Experience processing expenses, reimbursements, and administrative records.
Strong organizational skills with exceptional attention to detail.
Ability to manage multiple priorities and adapt in a fast-paced environment
Excellent written and verbal communication skills.
Strong interpersonal skills and customer-service orientation, with the ability to work effectively across all levels of the organization
High degree of professionalism, discretion, and judgment when handling confidential information
Proficiency with Slack and Microsoft Office 365, including Outlook, Teams, Word, Excel, PowerPoint , and SharePoint .
Demonstrated ability to anticipate needs, take initiative, and work with minimal supervision.
Must be located in the Washington, DC metropolitan area and able to work onsite in the McLean /Tysons corner office three days per week.

Nice To Haves

Experience using Concur or similar for expense management.
Experience supporting executive leadership teams within a technology, government contracting, or startup environment.
Experience coordinating travel, meetings, and company events
Bachelor's Degree with at least 2 years' experience in the administrative professional field and/or events planning

Responsibilities

Manage complex calendars for multiple executives, coordinating meetings across internal and external stakeholders.
Prioritize scheduling requests and resolve calendar conflicts while balancing changing business needs.
Coordinate leadership meetings, offsites, and executive travel arrangements as needed.
Prepare meeting materials, agendas, and supporting documentation.
Track follow-up actions and help ensure key commitments remain visible and organized.
Serve as a trusted point of contact for executives, exercising professionalism and discretion with sensitive information.
Manage expense reporting and reconciliation through Concur and DEFCON AI's ERP platform, Unanet.
Review expense submissions for accuracy, completeness, and policy compliance.
Partner with Finance to resolve discrepancies and ensure timely processing.
Maintain organized records of expenses, receipts, and supporting documentation.
Support administrative workflows related to purchasing, invoices, and vendor coordination.
Serve as the primary point of contact for day-to-day operations of the McLean office.
Coordinate mail and package handling.
Assist employees with office access, badge/card access requests, and workspace needs.
Coordinate office supplies, equipment, and vendor services.
Support onboarding and offboarding activities related to office logistics.
Help plan and coordinate occasional onsite meetings, team gatherings, and company events.

Benefits

Competitive salary, bonus, and equity package
100% employer paid, comprehensive health insurance including medical, dental, and vision for you and your family
Unlimited PTO, with your manager’s approval
Flexible work environment where you manage your work day
14 weeks of fully-paid parental leave
Career track opportunity with potential for rapid advancement with strong performance as the firm grows
Paid maternity and paternity for 14 weeks at employees' normal pay.
Opportunities for professional development and continued learning.
Optional 401K, FSA, and equity incentives available.
Mental health benefits are available through Tara Mind .
Cost effective GLP-1 solutions available through Crux .