Executive Assistant

Aston Carter • Washington, DC

9d • $65,000 - $95,000 • Hybrid

About The Position

The Executive Assistant provides high-level support to the CEO and Executive Team, managing time, priorities, communications, and logistics with precision and discretion. The position combines executive assistance with strategic support, project coordination, administrative team leadership, and office administration for the Washington, DC office. The role supports firm-wide priorities in a collaborative professional services environment and requires independent judgment, initiative, and the ability to anticipate needs.

This position is based in Washington, DC, in a hybrid work environment. Remote work is offered on Thursdays and Fridays; on-site presence is required on other weekdays. Typical hours align with 8:00 a.m. to 5:00 p.m., with flexibility to work 7:00 a.m. to 3:00 p.m. The role regularly uses Microsoft Office 365, Microsoft Teams, Deltek, Affinity, and other remote collaboration platforms, and coordinates with building management, IT, facilities, and vendors.

This is a contract-to-hire position. The stated pay range is $65,000 to $95,000 per year as written in the posting, which appends “/hr” to the range. Eligible benefits for this temporary role may include medical, dental and vision coverage; critical illness, accident, and hospital coverage; a 401(k) retirement plan; life insurance; short- and long-term disability; a health spending account; transportation benefits; an employee assistance program; and paid time off, vacation, or sick leave.

Requirements

• At least 4 years of experience as an executive assistant or in a comparable executive administrative support role.
• Demonstrated experience managing complex executive calendars and competing priorities, including scheduling, rescheduling, and prioritizing meetings and commitments.
• Proficiency with Microsoft Office 365 productivity applications and Microsoft Teams.
• Experience using Deltek for professional services or project-related workflows.
• Experience using Affinity or similar relationship management tools.
• Excellent verbal and written communication skills for communicating with employees, consultants, clients, and other stakeholders.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and deliver accurate work with urgency.
• Ability to work independently, anticipate needs, exercise sound judgment, and take initiative without waiting for direction.
• Strong analytical and problem-solving skills, including gathering, synthesizing, and communicating information effectively.
• Demonstrated ability to manage projects and drive follow-through across multiple stakeholders.
• Experience supporting senior executives or organizational leaders, or working in complex professional services environments.
• Strong interpersonal skills and ability to build effective relationships at all organizational levels.
• Discretion, trustworthiness, and ability to handle confidential and sensitive information.
• Adaptability and resourcefulness in response to changing priorities and circumstances.
• Commitment to contributing to a collaborative hybrid work environment.
• Ability to work in a dynamic environment balancing strategic support and hands-on administrative responsibilities.

Nice To Haves

• Bachelor’s degree preferred; equivalent relevant experience may be considered in lieu of a degree.
• Significant experience supporting senior executives or leaders in a service-oriented or professional services environment.
• Knowledge of architectural and engineering terminology.
• Experience leading, coordinating, or developing administrative staff.
• Experience with remote collaboration platforms in addition to Microsoft Teams.
• Ability to foster professional development and continuous improvement within administrative teams.

Responsibilities

• Manage the CEO’s calendar, including internal and external meetings, business development activities, travel, and leadership commitments.
• Proactively manage the CEO’s time, anticipate scheduling conflicts and competing priorities, recommend solutions, and ensure activities are clearly defined and prepared for.
• Coordinate travel plans, itineraries, accommodations, and related logistics for the CEO and, as appropriate, Executive Team members.
• Schedule and manage logistics for Executive Team and leadership meetings, retreats, and firm-wide activities; maintain the annual calendar and provide reminders about commitments, milestones, and follow-up.
• Serve as a trusted resource and thought partner to the CEO by organizing and synthesizing information, identifying matters for attention or escalation, and preparing the CEO for meetings and decisions.
• Develop materials, summaries, presentations, reports, and research to support executive decision-making.
• Track commitments and priorities arising from CEO and Executive Team discussions, translate priorities into coordinated actions, and ensure follow-through across teams.
• Support coordination among the CEO, Executive Team, firm leaders, offices, and teams; prepare meeting agendas and materials; track decisions and action items; and distribute important information appropriately.
• Support leadership retreats, planning activities, firm-wide meetings, and other executive-level events; maintain organized records of decisions, notes, action items, data, reports, and narrative documents.
• Manage and distribute information about leadership meeting outcomes while maintaining confidentiality and discretion.
• Represent the CEO and firm professionally in communications; draft, edit, proofread, and coordinate executive communications, correspondence, presentations, and other materials.
• Build trusted relationships across the firm and serve as a responsive point of contact for firm leaders, employees, clients, consultants, community partners, and other stakeholders.
• Lead or coordinate projects and cross-functional initiatives supporting the CEO, Executive Team, and firm leadership; monitor timelines, deliverables, and dependencies and drive assigned work through completion.
• Identify opportunities to improve processes, communication, coordination, and information flow; support firm-wide initiatives and special projects.
• Lead and coordinate the administrative team, establish effective communication and collaboration practices, support professional development and continuous improvement, and contribute to goal setting, feedback, performance management, and staff development.
• Serve as a resource and escalation point for administrative team members, delegate administrative activities appropriately, and maintain accountability for timely, high-quality execution.
• Serve as the primary administrative resource for the Washington, DC office and help maintain an organized, welcoming, and productive workplace.
• Coordinate local office meetings, presentations, events, and gatherings, including scheduling, room setup, technology, materials, and catering.
• Coordinate with building management, vendors, IT, facilities, and other service providers to address office needs; monitor supplies, equipment, kitchen, and meeting-room needs and arrange replenishment or service.
• Delegate or coordinate office administration as appropriate while retaining overall accountability for the DC office’s administrative needs.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Critical illness, accident, and hospital coverage
• 401(k) retirement plan with pre-tax and Roth post-tax contributions available
• Life insurance, including voluntary life and AD&D coverage for the employee and dependents
• Short- and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time off/leave, including PTO, vacation, or sick leave

What This Job Offers

• Career Level: Senior