Executive Assistant (DC)

This role requires frequent travel to our DC office

Ad Hoc is a digital services company that helps the federal government better serve people. Our team of experts from across the commercial industry and government brings the modern skills necessary to help agencies transform public services into digital services. Our work enables agencies to meet the needs of their users while closing the gap between consumer expectations and government.

Under the supervision of the Chief Executive Officer, the Executive Assistant to the CEO is responsible for directly supporting the CEO in order to optimize the CEOs time and attention across a variety of strategic initiatives, daily business operations, and personal interactions. This includes organizing, managing, and protecting the CEO’s schedule and calendar, proactively supporting administrative needs, assisting with projects large and small, and representing the CEO to the broader organization. The Executive Assistant to the CEO will collaborate closely with all functions of the organization, including Executive and Senior Leadership in Business Operations, People Operations, Growth, Technology, and Finance & Admin to ensure organization, awareness, and forward progress on objectives.

The Executive Assistant to the CEO is responsible for (Essential Functions):

• Acts as a ‘strategic enabler’ to the CEO, helping to plan and execute a wide variety of tasks and projects, including communications, strategy, and special projects.
• Monitors information and work flow to strategically ensure CEO’s involvement in meetings and decision-making processes.
• Assumes day-to-day responsibility for projects and tasks in support of the CEO.
• Maintains strict confidentiality and professionalism at all times.
• Works closely with the CEO to keep them well informed of upcoming commitments and responsibilities.
• Operates with exceptional attention to detail and proactively anticipates potential changes or shifts in priorities amidst simultaneous and/or conflicting demands for attention.
• Serves as the primary point of contact for administrative requests of and by the CEO and serves as the primary point of contact for strategic relationships (including clients, partners, employees, and board members).
• Facilitates and coordinates all logistics for meetings and schedules meetings on the CEO’s behalf based on strategic priorities and relationships. 
• Manages the CEO’s calendar in accordance with their strategic priorities, personal preferences, and other commitments. 
• Confirms and manages appointments with key stakeholders and exercises judgment in making decisions regarding the best way to handle scheduling conflicts and changes.
• Organizes and develops presentations, documentation, and reporting in support of Executive meetings, Board meetings, client and partner meetings, industry events and strategic initiatives.
• Assists the CEO in preparing for meetings and events by creating agendas and organizing topics, attending and facilitating meetings, recording notes, and ensuring action items are completed.
• Previews, manages, and responds to emails on behalf of the CEO.
• Prepares, coordinates, and manages monthly expense reports.
• Plans and coordinates travel arrangements, including preparing travel itineraries and solving travel or logistical issues that occur during business trips.
• Creates and maintains cross-departmental relationships to enable leadership and organizational success.
• Maintains awareness of daily operations relevant to the CEO and helps to address potential issues when they arise.
• Utilizes tact, diplomacy and a practical knowledge of company policies, practices, and procedures in all interactions.

Requirements

• Qualified candidates will have a minimum 3-8 years of overall work experience
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise a high level of discretion at all times.
• Demonstrates experience managing multiple priorities
• Outstanding time management and organization skills.
• Demonstrates experience exercising discretion and independent judgment with respect to matters of significance (i.e. sensitive personnel, financial, business operations, customer, or other confidential information).
• Experience with federal contracting, working with federal government customers and stakeholders,  and contract management is advantageous but not required.
• Strong people and soft skills and a proven record of building and maintaining successful relationships.
• Driven by results, both in terms of meeting organizational goals and customer expectations.
• Political savvy and awareness of and ability to respond to the operating environment.
• Excellent interpersonal and problem-solving skills.
• Excellent written and oral communication skills.
• Candidates should be based in the DMV-metro area and have access to transportation; position wil require travel in and around the DC area.

Benefits

• Company-subsidized Health, Dental, and Vision Insurance
• 401K Plan 
• Unlimited Vacation
• Continuing Education/Annual Conference Attendance Stipend

Ad Hoc LLC is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, sex, sexual orientation, gender identity or expression, religion, age, pregnancy, disability, work-related injury, covered veteran status, political ideology, marital status, or any other factor that the law protects from employment discrimination.

In support of the Colorado Equal Pay Transparency Act, and others like it across the country, Ad Hoc job descriptions feature the starting range we reasonably expect to pay to candidates who would join our team with little to no need for training on the responsibilities we've outlined above. Actual compensation is influenced by a wide range of factors including but not limited to skill set, level of experience, and responsibility. The range of starting pay for this role is $90,909  - $122,023 and information on benefits offered is here. Our recruiters will be happy to answer any questions you may have, and we look forward to learning more about your salary requirements.