Description

Position Summary:

The Executive Assistant V / Office Manager serves as a trusted strategic partner to executive leadership and is recognized as an expert administrative and operational professional within the organization. This role is responsible for supporting senior executives through the management of highly complex, sensitive, and often ambiguous matters requiring sound judgment, discretion, and strategic thinking. Operating with significant autonomy, the Executive Assistant V anticipates organizational needs, drives operational efficiency, and influences executive-level priorities and outcomes.

In addition to providing high-level executive support, this position oversees office management functions and may represent executive leadership and the organization in interactions with internal and external stakeholders. The role requires exceptional professionalism, executive presence, organizational awareness, and the ability to manage competing priorities in a fast-paced environment. This position may also provide mentorship, guidance, and leadership to junior administrative staff and coordinate administrative operations across departments or locations.

In addition to the following details, by being a BlueForger, you will be expected to uphold and exemplify our values of Belonging, Selfless Service, Integrity, Leadership, Respect, and Excellence. We uphold these values upon a backbone of humility driven by a culture of safety, vulnerability, and purpose.

Essential Duties and Responsibilities:

Executive Leadership Support

• Manage highly complex executive calendars, prioritizing competing demands, strategic initiatives, meetings, travel, and organizational commitments.
• Anticipate executive needs and proactively resolve scheduling, operational, and administrative challenges before escalation.
• Prepare, review, and edit executive-level communications, reports, presentations, briefings, and correspondence with a high degree of accuracy and professionalism.
• Support long-range planning initiatives, strategic projects, and organizational priorities on behalf of executive leadership.
• Represent executive leadership professionally in meetings, communications, and interactions with government officials, partners, vendors, board members, and stakeholders.
• Coordinate and facilitate executive meetings, leadership retreats, board meetings, and special events, including preparation of agendas, materials, meeting minutes, and follow-up actions.
• Manage highly sensitive and confidential information with the utmost discretion and professionalism.
• Act as a liaison between executives, departments, and external stakeholders to ensure effective communication and alignment of organizational priorities.
• Provide oversight and coordination for executive administrative processes and workflow improvements across the organization.

Office Management & Operational Support

• Oversee daily office opperations to ensure an efficient, professional, and productive work environment.
• Manage office logistics, facilities coordination, vendor relationships, visitor management, office supplies, and workplace operations.
• Support compliance with organizational polocies, security protocols, and government cotractor requirements related to office operations.
• Oversee office-related budgeting, expense tracking, invoices, and purchasing activities as assigned.
• Coordinate with security personnel, IT support, and external vendors regarding office maintenance, repairs, access, and operational needs.
• Support workspace coordination, and administrative support for new hires and visitors.
• Lead or support special projects, cross-functional initiatives, and organizational events as assigned.
• Identify opportunities to improve administrative and operational efficiencies while implementing scalable solutions and best practices.
• Performs other related duties as assigned.

Supervisory Responsibilities:

• May supervise, mentor, train, and provide guidance to administrative staff and junior Executive Assistants.
• Oversees and coordinates the daily workflow of administrative and office support functions.

Required Skills/Abilities

• Expert-level organizational, prioritization, and time management skills.
• Exceptional verbal and written communication skills with executive-level professionalism.
• Demonstrated ability to independently manage highly complex and sensitive situations with sound judgment and discretion.
• Strong executive presence with the ability to represent leadership and the organization effectively.
• Ability to influence, coordinate, and collaborate across multiple departments and leadership levels.
• Advanced problem-solving and critical-thinking capabilities.
• Strong strategic planning and operational coordination skills.
• Ability to function effectively in a fast-paced, high-demand, and evolving environment.
• High degree of integrity, confidentiality, professionalism, and accountability.
• Advanced proficiency in Microsoft Office Suite, collaboration tools, calendar management systems, and related business applications.
• Ability to exercise significant autonomy while maintaining alignment with organizational priorities.
• Demonstrated ability to lead initiatives, improve processes, and support organizational effectiveness.

Requirements

Education, Certifications, and Experience:

• 2-year college education in Business Administration, Management, Communications, or related field preferred; and/or equivalent combination of education and experience.
• Minimum of 12 years of progressively responsible executive administrative, office management, or business operations experience supporting senior executives or C-suite leadership.
• Experience supporting executive leadership in a government contracting, nonprofit, defense, or highly regulated environment preferred.
• Experience in managing complex administrative operations and cross-functional coordination strongly preferred.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to lift up to 20 pounds.

Travel Expectations:

• Expected travel: Minimal to none.
• **Periodic travel to HQ for meetings may be requested.

Note:

The job description outlines key responsibilities, but the position may include additional duties.