Executive Assistant to the CEO
About The Position
HITT Contracting is seeking a highly organized, proactive Executive Assistant to support Chief Executive Officer Kim Roy. This fast-paced, high-visibility role serves as a trusted partner to the CEO, keeping her prepared, informed, and focused by managing complex and evolving scheduling, preparing materials for internal and external engagements, coordinating travel, and supporting executive office operations. The role also partners with the Executive Assistant supporting HITT’s Co-Presidents to help coordinate executive leadership priorities and communication. The Executive Assistant helps create warm, thoughtful, and memorable experiences for clients, subcontractors, industry partners, and HITT team members engaging with the CEO. The role calls for exceptional judgment, discretion, attention to detail, communication skills, and a service-oriented approach that reflects HITT’s brand, values, and relationship-driven culture. The position reports directly to the CEO and requires an on-site presence in Falls Church, Virginia.
Requirements
- 5–10 years of experience supporting C-suite executives or senior leaders in a fast-paced, high-performing environment.
- Experience supporting executives in a large or multi-location organization.
- Advanced proficiency in Microsoft Outlook, PowerPoint, Word, and Excel.
- Exceptional organization, time management, and attention to detail.
- Outstanding written and verbal communication skills, including the ability to tailor tone to executive standards.
- Demonstrated discretion and sound judgment when handling confidential information.
- Experience managing complex calendars, travel logistics, and high-volume workflows.
- Ability to remain calm, resourceful, and efficient under pressure.
- Proactive, service-oriented approach and ability to stay ahead of needs.
- Dependability, adaptability, and ability to pivot quickly.
- High emotional intelligence and strong interpersonal skills.
- Professional presence, humility, integrity, and a sense of humor.
- Genuine enthusiasm for contributing to a high-performing leadership team.
Nice To Haves
- Bachelor’s degree or equivalent professional experience.
- Familiarity with construction, real estate, or the built environment.
- Comfort working with a variety of leadership styles and shifting priorities.
- Being a Hokie fan, Hokie-adjacent, or Hokie-appreciative.
Responsibilities
- Manage the CEO’s complex and changing calendar in alignment with business priorities and leadership needs.
- Serve as the primary point of contact for scheduling requests and coordination on behalf of the CEO.
- Support consistent standards across the executive office, including meeting request protocols, pre-read requirements, and communication workflows.
- Coordinate scheduling, priorities, and communication with the Executive Assistant supporting HITT’s Co-Presidents.
- Anticipate preparation needs and assemble briefing materials, agendas, pre-reads, and talking points.
- Track commitments, deadlines, and follow-up items, ensuring timely action and clear stakeholder communication.
- Handle confidential information with discretion and sound judgment.
- Draft, edit, and prepare emails, talking points, meeting summaries, internal communications, presentations, and other materials that reflect the CEO’s voice and tone.
- Manage information flow to and from the CEO’s office to support decision-making and leadership alignment.
- Distribute agendas, pre-read materials, and follow-up communications in a timely manner.
- Create a warm, professional, and memorable experience for clients, partners, subcontractors, and team members engaging with the CEO.
- Prepare meeting spaces and materials with attention to detail, design, and hospitality.
- Coordinate curated gifts, handwritten notes, and acknowledgments for birthdays, anniversaries, promotions, and personal milestones.
- Maintain systems for tracking important dates and personal details, and use personal anecdotes, preferences, and past interactions to personalize experiences.
- Suggest improvements to the quality, consistency, and hospitality of interactions with the CEO.
- Represent the CEO’s office with warmth, professionalism, humility, and pride in the HITT brand.
- Coordinate logistics for leadership meetings, enterprise gatherings, on-site and off-site sessions, and CEO-led events.
- Oversee meeting readiness, including room setup, technology, catering, guest preparation, and supporting materials.
- Capture notes and action items when needed, and ensure clear ownership and follow-through.
- Support preparation and logistics for the CEO’s conferences, ceremonies, community engagements, and industry events.
- Anticipate personal logistics such as meals, transportation, and essential needs to help the CEO’s day run smoothly.
- Coordinate CEO travel, including transportation, accommodations, itineraries, and preparation materials.
- Prepare and submit accurate, timely expense reports; process invoices; and support budget-related administrative tasks.
- Maintain organized administrative systems, digital files, tracking tools, and recurring schedules.
- Collaborate with administrative colleagues and team leaders across HITT to support communication and aligned workflows.
Benefits
- Performance-based bonuses.
- Premium health care coverage, including vision and dental.
- Employer-matched 401(k).
- Wellness reimbursement program.
- Paid holidays and time off.
- Other voluntary benefits and leave types.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
No Education Listed
