About the RoleDEFCON AI is seeking an experienced Executive Administrator & Office Manager to support our executive leadership team and help maintain the smooth operation of our McLean, VA office. This role is ideal for a highly organized, proactive professional who enjoys balancing executive support, operational coordination, and office management responsibilities.
This is a hybrid position with three days in our McLean, VA office.
Key ResponsibilitiesExecutive Support (Approximately 50%)- Manage complex calendars for multiple executives, coordinating meetings across internal and external stakeholders.
- Prioritize scheduling requests and resolve calendar conflicts while balancing changing business needs.
- Coordinate leadership meetings, offsites, and executive travel arrangements as needed.
- Prepare meeting materials, agendas, and supporting documentation.
- Track follow-up actions and help ensure key commitments remain visible and organized.
- Serve as a trusted point of contact for executives, exercising professionalism and discretion with sensitive information.
Expense Management & Administrative Operations (Approximately 30%) - Manage expense reporting and reconciliation through Concur and DEFCON AI's ERP platform, Unanet.
- Review expense submissions for accuracy, completeness, and policy compliance.
- Partner with Finance to resolve discrepancies and ensure timely processing.
- Maintain organized records of expenses, receipts, and supporting documentation.
- Support administrative workflows related to purchasing, invoices, and vendor coordination.
Office Management (Approximately 20%) - Serve as the primary point of contact for day-to-day operations of the McLean office.
- Coordinate mail and package handling.
- Assist employees with office access, badge/card access requests, and workspace needs.
- Coordinate office supplies, equipment, and vendor services.
- Support onboarding and offboarding activities related to office logistics.
- Help plan and coordinate occasional onsite meetings, team gatherings, and company events.
What we're looking for:- 5+ years of experience in executive administration, office management, or a related administrative support role in a professional environment
- Demonstrated experience supporting senior executives and managing complex calendars.
- Experience processing expenses, reimbursements, and administrative records.
- Strong organizational skills with exceptional attention to detail.
- Ability to manage multiple priorities and adapt in a fast-paced environment
- Excellent written and verbal communication skills.
- Strong interpersonal skills and customer-service orientation, with the ability to work effectively across all levels of the organization
- High degree of professionalism, discretion, and judgment when handling confidential information
- Proficiency with Slack and Microsoft Office 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
- Demonstrated ability to anticipate needs, take initiative, and work with minimal supervision.
- Must be located in the Washington, DC metropolitan area and able to work onsite in the McLean/Tysons corner office three days per week.
Nice to Have: - Experience using Concur or similar for expense management.
- Experience supporting executive leadership teams within a technology, government contracting, or startup environment.
- Experience coordinating travel, meetings, and company events
- Bachelor's Degree with at least 2 years' experience in the administrative professional field and/or events planning
What Success looks like: - Executive calendars run smoothly with minimal scheduling conflicts.
- Expense reports are processed accurately and on time.
- Leadership teams receive responsive, proactive support.
- The McLean office remains organized, functional, and welcoming.
- Employees have a positive onsite experience and can quickly resolve office-related needs.
- Administrative processes are well organized and scalable as the company grows.
What We Offer: - A fully remote environment
- Competitive salary, bonus, and equity package
- 100% employer paid, comprehensive health insurance including medical, dental, and vision for you and your family
- Unlimited PTO, with your manager's approval
- Flexible work environment where you manage your work day
- 14 weeks of fully-paid parental leave
Salary Range: $75,000-$110,000. This represents the typical salary range for this position based on experience, skills, and other factors.
