Executive Assistant - Business Operations

HydroGeoLogic, Inc•Reston, VA

1d•$91,025 - $136,537•Hybrid

About The Position

HGL is seeking an Executive Assistant to provide high-level business operations and corporate support to our CEO, Executive Vice Presidents, and other executive leadership teams located in the Reston, VA office and across the company. This is a full-time, in-office (preferred) or hybrid position (minimum 3 days in the office) based in our Reston, VA office.

Requirements

Minimum of 6 years of demonstrated office, executive and project administration experience
High School degree, plus additional training; or education in areas of specialization equivalent to an associate degree
Demonstrated experience providing direct administrative and operational support to C-suite executives, senior leaders, or executive leadership teams
Experience supporting budgets, expense tracking, financial reporting, or similar business administration activities
Experience coordinating office operations, including office or workspace allocation, supply management, and other day-to-day administrative needs
Ability to effectively interact and communicate with executives, senior leaders, employees, vendors, and other internal and external stakeholders at all levels of an organization
Proven attention to detail and the ability to prioritize work, remain organized, and successfully manage multiple competing priorities and deadlines
Strong analytical, organizational, multi-tasking, written, and verbal communication skills
Ability to organize, maintain, and interpret business information and translate data into accurate spreadsheets, reports, presentations, and other executive-level materials
Experience proactively supporting teammates, anticipating needs, identifying solutions, and contributing to team efforts beyond assigned duties when necessary
Ability to handle confidential information with discretion and sound judgement
Proficiency in MS Office Suite including Outlook, Word, Excel and PowerPoint.
Strong proficiency in Microsoft Excel, including experience creating, maintaining, and managing spreadsheets used to organize, track, and report business, financial, or operational information
Experience with Adobe Acrobat, SharePoint and AI (Chat GPT, Copilot, others)
Ability to learn new software programs relevant to office and project administration
Strong problem-solving skills and ability to work independently
Professional demeanor and reliability

Nice To Haves

B.A. degree is preferred; study in area of business administration is a plus
Experience working in a project-oriented organization or environmental industry
High emotional intelligence and stakeholder management skills
Experience managing sensitive or high-stakes communications
Experience managing budgets or expenses
Event planning or travel coordination expertise
Advanced knowledge of MS Office Suite
Advance experience with AI (Chat GPT, Copilot, others)
Advance experience with Adobe Acrobat, SharePoint

Responsibilities

Working with CEO and other EVP’s to create and maintain presentations, reports, spreadsheets, and other executive-level materials
Providing high-level administrative support to C-suite executives and senior leadership while effectively managing competing priorities, requests, and deadlines
Supporting the corporate counsel with administrative needs as required
Managing and tracking executive priorities, projects, commitments, and action items across multiple functional areas, proactively following up with responsible parties and providing leadership with visibility into status, deadlines, and emerging issues
Working with senior staff to coordinate, plan and schedule Corporate Management meetings
Working with VP of Finance, DoD and Civilian Agencies Program Directors in preparing monthly progress reports and updating KPI’s that track performance against goals across the enterprise
Conducting research, gathering information from internal and external sources, synthesizing findings, and preparing initial drafts of executive briefings, correspondence, reports, presentations, and other leadership materials
Developing, maintaining, and managing spreadsheets used to track budgets, expenses, operational information, key statistics, and other business data
Providing administrative support for budgeting, expense tracking, financial reporting, and other finance-related activities in coordination with executive and finance leadership
Tracking other key statistics and data with input from operations and senior leaders and organizing information into clear, accurate reports and presentations
Managing and coordinating office space allocation, including tracking workspace availability, assigning office and workstation space, and supporting changing office-space needs
Coordinating office supply needs, including monitoring inventory, ordering supplies, and helping ensure the office is appropriately equipped and organized
Serving as a point of coordination for office-related administrative and operational needs and working with internal stakeholders and vendors, as appropriate
Sitting in on Board of Directors meetings and other confidential and proprietary meetings; taking notes, producing reports and minutes, keeping track of deliverables and scheduling workflow as needed to facilitate completion
Back-up to Executive Staff for preparing financial documents to include expense reports and coordinating accounts payable for senior staff
Maintaining and updating BOD and Subcommittees reports
Handling sensitive, confidential, and time-critical information with a high degree of professionalism, discretion, and judgment
Anticipating administrative and operational needs and proactively identifying solutions to support executives and the broader corporate team