Executive Assistant

Umbra•Arlington, VA

2d•$95,000 - $115,000•Onsite

About The Position

We are seeking a highly organized, proactive Executive Assistant to support the VP, Head of Communications, who leads three key functions across the organization: Marketing, Communications (internal and external), and Government Relations. This role will sit at the center of a fast-moving team that regularly engages employees, customers, media, and policymakers. The Executive Assistant will be responsible for owning and managing the VP’s calendar, ensuring time is aligned with priorities, and helping coordinate the work of the team. This includes keeping initiatives organized, tracking key action items, and ensuring meetings and materials are well prepared in advance. The ideal candidate will serve as a trusted operational partner – someone who can bring structure to a busy environment, help ensure documents and briefings are clear and thoughtful before reaching the VP, and keep the team moving forward on priorities. In addition to executive support, this role may also assist with planning team events, coordinating leadership meetings, and supporting special projects across the communications organization. The ideal candidate is resourceful, exercises strong judgment, and consistently thinks several steps ahead to anticipate needs and keep the executive and team operating effectively. This position is based on-site in our Arlington, VA office.

Requirements

5+ years of experience supporting senior executives in an executive assistant or administrative role in a fast-paced organization.
Demonstrated experience managing complex calendars, scheduling meetings across multiple time zones, and prioritizing competing requests.
Proven ability to coordinate domestic and international travel, including itineraries, expense reporting, and logistics.
Proficiency in Microsoft Office or Google Workspace (especially PowerPoint and document preparation), as well as SharePoint and common organizational tools for task tracking and document management.
High-level of discretion and professionalism when handling sensitive information.
Exceptional organizational and time management skills with strong attention to detail.
Strong written and verbal communication skills, with the ability to interact professionally and effectively across teams and leadership levels.

Nice To Haves

Experience supporting communications, marketing, or public affairs teams.
Experience planning internal events, leadership off-sites, or company gatherings.
Comfort contributing to creative or communications-related projects.
Ability to anticipate needs and operate with a high level of independence.

Responsibilities

Own and manage the VP’s complex calendar, ensuring alignment with priorities across Marketing, Communications, and Government Relations.
Proactively manage scheduling requests, meeting logistics, and prioritization to maximize focus and efficiency.
Prepare briefing materials, meeting agendas, and background documents for leadership meetings and external engagements.
Manage incoming communications and requests, ensuring urgent matters are surfaced quickly and handled appropriately.
Coordinate leadership team meetings, staff meetings, and cross-functional working sessions.
Track key priorities, action items, and deliverables across the communications leadership team to ensure follow-through.
Support planning and logistics for team initiatives, leadership offsites, and internal events.
Maintain organizational awareness across major communications initiatives.
Coordinate domestic and international travel, including itineraries, briefing documents, and logistics for conferences, media engagements, and government meetings.
Manage expense reporting and administrative processes related to travel and team activities.
Assist with planning and logistics for internal and external communications events, leadership gatherings, and team off-sites.
Provide operational support for communications campaigns, internal announcements, and company-wide initiatives when needed.
Take on special projects that support the VP and communications leadership team.
Maintain documentation, shared resources, and organizational tools that support the communications leadership team.
Help improve internal processes that increase efficiency and reduce administrative overhead.