Executive Assistant to the CEO

HITT Contracting Inc.•Washington, DC

2d•$109,000 - $154,000•Onsite

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 position is a trusted partner to the CEO, keeping her prepared, informed, and focused by managing her complex and evolving calendar, preparing materials for internal and external engagements, coordinating travel, and supporting executive-office operations. The role supports HITT’s growth and the CEO’s priorities, including the planned transition to a new headquarters in West Falls Church in early 2027. The Executive Assistant helps create warm, thoughtful, and memorable experiences for clients, subcontractors, industry partners, and HITT team members who engage with the CEO. The role calls for exceptional administrative skills, judgment, discretion, attention to detail, a refined sense of taste and design, and appreciation for HITT’s brand and relationship-driven culture. The successful candidate is polished, adaptable, service-oriented, and consistently anticipates needs in a fast-paced environment. This position reports directly to the CEO and requires 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 and 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 anticipate needs.
Dependability and adaptability, including the 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.
Ability to work on-site in Falls Church, Virginia.

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 shifting 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 and workflows across the executive office, including meeting request protocols and pre-read requirements.
Coordinate closely with the Executive Assistant supporting HITT’s Co-Presidents on scheduling, priorities, and communication.
Anticipate preparation needs and assemble briefing materials, agendas, pre-reads, and talking points.
Track commitments, deadlines, and follow-up items and ensure timely action and clear stakeholder communication.
Handle confidential information with discretion and sound judgment.
Draft, edit, and prepare emails, talking points, meeting summaries, and internal communications in the CEO’s voice and tone.
Manage information flow to and from the CEO’s office to support decision-making and leadership alignment.
Prepare polished presentations and materials for internal meetings, client engagements, and external events.
Distribute agendas, pre-read materials, and follow-up communications in a timely manner.
Create a warm, professional, and memorable experience for people 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 relevant 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 the CEO’s preparation and logistics for 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.