Executive Assistant Jobs

About The Position

Requirements

• Minimum of three (3) years of progressively responsible administrative or executive support experience.
• Experience supporting executive leadership in a fast-paced corporate environment.
• Excellent organizational and time management skills with the ability to prioritize multiple assignments.
• Strong written and verbal communication skills.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Microsoft Teams.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently while effectively collaborating with multiple departments.

Nice To Haves

• Associate’s or Bachelor’s degree in Business Administration, Office Administration, or a related field preferred.
• Experience coordinating corporate meetings, conferences, and executive travel.
• Experience supporting multiple executives and business entities.
• Experience preparing executive presentations and board meeting materials.
• Familiarity with government contracting, healthcare, or professional services environments.
• Experience with vendor coordination and office facility management.

Responsibilities

• Organize and maintain executive calendars, schedule meetings, appointments, and coordinate executive priorities.
• Prepare, update, and distribute meeting agendas and meeting minutes for leadership meetings, risk management meetings, weekly operational meetings, and other corporate meetings for RVA and MedTrust.
• Prepare startup materials for newly awarded contracts and distribute materials to appropriate personnel.
• Assist executive leadership with preparation and submission of expense reports.
• Prepare and submit Freedom of Information Act (FOIA) requests on behalf of RVA and MedTrust.
• Coordinate conference registrations, booth selections, hotel accommodations, airfare, shipping of booth displays, and conference materials for all conferences attended by RVA and MedTrust.
• Coordinate hotel reservations and travel arrangements for executive leadership.
• Manage corporate facility accounts, including telephone and internet services, for RVA and MedTrust.
• Prepare, edit, and maintain Board of Directors meeting presentations and slide decks.
• Assist with maintaining and updating the company store.
• Coordinate distribution of employee birthday cards.
• Organize and manage annual holiday gift distribution for field employees.
• Order business cards for employees as requested.
• Coordinate the return of company-issued equipment, system access, usernames, and passwords for departing employees in collaboration with managers and IT.
• Manage security access for corporate office staff and maintain an accurate listing of authorized entrants.
• Answer incoming corporate telephone calls for RVA and provide backup telephone coverage for MedTrust.
• Retrieve, sort, and distribute daily corporate mail for RVA and MedTrust.
• Assist with planning, coordinating, and supporting company training conferences, leadership meetings, and other corporate events.
• Coordinate corporate office facility needs, including IT support, telephone and internet services, plumbing, HVAC, and other maintenance requirements.
• Organize, distribute, monitor inventory, and reorder office supplies for the corporate office.

Benefits

• Health Benefits. Medical, Dental, Vision programs, plus much more.
• Rest and Relaxation. Paid vacation and paid holidays.
• Prepare for the Future. 401(k)
• Training and Development. We see our development programs and helping our employees meet their goals, as a key part of our business.