Executive Assistant

Aston Carter•Washington, DC

7d•$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 role combines executive assistance with strategic support, project coordination, administrative team leadership, and administration of the Washington, DC office. The Executive Assistant is expected to work independently, anticipate needs, and help advance firm-wide priorities in a collaborative professional-services environment. This position supports executive decision-making and coordination by preparing meeting materials, synthesizing information, tracking decisions and commitments, coordinating initiatives, and ensuring follow-through across teams. It also leads or coordinates administrative team practices and serves as the primary administrative resource for the Washington, DC office. The role is hybrid, with remote work on Thursdays and Fridays and on-site presence 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 position is contract to hire and based in Washington, DC.

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.
Strong calendar management skills, including scheduling, rescheduling, and prioritizing meetings and commitments.
Proficiency with Microsoft Office 365 core productivity applications.
Proficiency with 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, including the ability to communicate effectively 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 operate independently, anticipate needs, exercise sound judgment, and take initiative without waiting for direction.
Strong analytical and problem-solving skills, including the ability to gather, synthesize, and communicate 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 with people at all levels of an organization.
Discretion, trustworthiness, and ability to handle confidential and sensitive information.
Adaptability and resourcefulness in responding to changing priorities and circumstances.
Commitment to contributing to a vibrant, collaborative hybrid work environment.

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 working with remote collaboration platforms in addition to Microsoft Teams.
Ability to foster professional development and continuous improvement within administrative teams.
Comfort working in a dynamic environment that balances strategic support and hands-on administrative responsibilities.

Responsibilities

Manage the CEO’s calendar, including internal and external meetings, business development activities, travel, and leadership commitments.
Proactively manage the CEO’s time to support strategic priorities and allocate appropriate time for preparation, decision-making, relationship building, and firm leadership.
Anticipate scheduling conflicts and competing priorities and recommend practical solutions.
Ensure scheduled activities have clearly defined purposes, participants, preparation requirements, desired outcomes, and logistics.
Coordinate travel planning, itineraries, accommodations, and related logistics for the CEO and, as appropriate, Executive Team members.
Schedule and manage logistics for Executive Team meetings, leadership meetings, retreats, and other firmwide activities.
Maintain the annual calendar for firmwide activities and remind leaders of upcoming commitments, milestones, and follow-up obligations.
Serve as a trusted resource and thought partner to the CEO, providing context, organization, and perspective for decision-making.
Help identify and prioritize matters requiring attention, follow-up, or escalation; prepare the CEO for important meetings and decisions by gathering, organizing, and synthesizing relevant information.
Identify connections, trends, recurring issues, and emerging opportunities relevant to the CEO and Executive Team.
Develop materials, summaries, presentations, reports, and other information to support executive decision-making.
Follow up proactively on commitments and priorities arising from CEO and Executive Team discussions, translating priorities into coordinated actions and ensuring follow-through across teams.
Anticipate needs and address issues before they become obstacles; conduct research to support evaluation of business and organizational matters.
Coordinate effectively among the CEO, Executive Team, firm leaders, teams, and offices.
Prepare agendas, materials, background information, and resources for Executive Team meetings; track decisions, commitments, action items, and next steps and ensure timely follow-up.
Maintain awareness of firm priorities, milestones, and leadership commitments and help ensure alignment and timely distribution of important information.
Support leadership retreats, planning activities, firmwide meetings, and other executive-level events.
Gather, organize, synthesize, and distribute information for executive and leadership decision-making; maintain organized records of decisions, meeting notes, action items, data, reports, and narrative documents.
Manage and distribute outcomes and results from leadership meetings while maintaining confidentiality and discretion.
Represent the CEO and firm professionally in internal and external 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 external stakeholders.
Lead or coordinate projects that support the CEO, Executive Team, and firm leadership; identify opportunities to improve processes, communication, coordination, and information flow.
Coordinate cross-functional initiatives and monitor timelines, deliverables, and dependencies; take ownership of assigned projects and drive them to completion with clear communication and follow-through.
Support firmwide initiatives and special projects requiring executive-level coordination.
Lead and coordinate the administrative team to provide consistent, high-quality support across the firm.
Establish effective communication and collaboration practices among administrative team members and support their professional development and continuous improvement.
Support goal setting, feedback, performance management, and development of administrative team members.
Improve administrative processes, systems, and collaboration across offices and departments; serve as a resource and escalation point when priorities or responsibilities are unclear or competing.
Delegate administrative activities appropriately while maintaining 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 logistics for 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 and resolve issues.
Monitor office supplies, equipment, kitchen, and meeting-room needs and coordinate replenishment or service.
Delegate or coordinate office administration as appropriate while maintaining accountability for the DC office’s administrative needs.