Job Title: Executive Assistant - Business Operations
Location: Reston, VA
Description/Job SummaryPOSITION DESCRIPTION HGL is seeking an Executive Assistant to provide high-level
business operations and corporate support to our CEO, Executive Vice Presidents, and other executive leadership teams located in the Reston, VA office and across the company. This is a full-time, in-office (preferred) or hybrid position (minimum 3 days in the office) based in our Reston, VA office.
Responsibilities/DutiesWHAT YOU'LL BE DOING The person hired for this role will be responsible for providing
high-level administrative and operational support to executive, corporate, operations, and business development teams. This position requires someone who is comfortable working with senior executives, managing and analyzing information, supporting financial and budget-related activities, and coordinating day-to-day office needs. Responsibilities will include, but are not limited to:
- Working with CEO and other EVP's to create and maintain presentations, reports, spreadsheets, and other executive-level materials
- Providing high-level administrative support to C-suite executives and senior leadership while effectively managing competing priorities, requests, and deadlines
- Supporting the corporate counsel with administrative needs as required
- Managing and tracking executive priorities, projects, commitments, and action items across multiple functional areas, proactively following up with responsible parties and providing leadership with visibility into status, deadlines, and emerging issues
- Working with senior staff to coordinate, plan and schedule Corporate Management meetings
- Working with VP of Finance, DoD and Civilian Agencies Program Directors in preparing monthly progress reports and updating KPI's that track performance against goals across the enterprise
- Conducting research, gathering information from internal and external sources, synthesizing findings, and preparing initial drafts of executive briefings, correspondence, reports, presentations, and other leadership materials
- Developing, maintaining, and managing spreadsheets used to track budgets, expenses, operational information, key statistics, and other business data
- Providing administrative support for budgeting, expense tracking, financial reporting, and other finance-related activities in coordination with executive and finance leadership
- Tracking other key statistics and data with input from operations and senior leaders and organizing information into clear, accurate reports and presentations
- Managing and coordinating office space allocation, including tracking workspace availability, assigning office and workstation space, and supporting changing office-space needs
- Coordinating office supply needs, including monitoring inventory, ordering supplies, and helping ensure the office is appropriately equipped and organized
- Serving as a point of coordination for office-related administrative and operational needs and working with internal stakeholders and vendors, as appropriate
- Sitting in on Board of Directors meetings and other confidential and proprietary meetings; taking notes, producing reports and minutes, keeping track of deliverables and scheduling workflow as needed to facilitate completion
- Back-up to Executive Staff for preparing financial documents to include expense reports and coordinating accounts payable for senior staff
- Maintaining and updating BOD and Subcommittees reports
- Handling sensitive, confidential, and time-critical information with a high degree of professionalism, discretion, and judgment
- Anticipating administrative and operational needs and proactively identifying solutions to support executives and the broader corporate team
Minimum RequirementsWHAT YOU NEED TO BE SUCCESSFUL The ideal candidate will need the following as a foundation for success in this role:
- Minimum of 6 years of demonstrated office, executive and project administration experience
- High School degree, plus additional training; or education in areas of specialization equivalent to an associate degree
- Demonstrated experience providing direct administrative and operational support to C-suite executives, senior leaders, or executive leadership teams
- Experience supporting budgets, expense tracking, financial reporting, or similar business administration activities
- Experience coordinating office operations, including office or workspace allocation, supply management, and other day-to-day administrative needs
- Ability to effectively interact and communicate with executives, senior leaders, employees, vendors, and other internal and external stakeholders at all levels of an organization
- Proven attention to detail and the ability to prioritize work, remain organized, and successfully manage multiple competing priorities and deadlines
- Strong analytical, organizational, multi-tasking, written, and verbal communication skills
- Ability to organize, maintain, and interpret business information and translate data into accurate spreadsheets, reports, presentations, and other executive-level materials
- Experience proactively supporting teammates, anticipating needs, identifying solutions, and contributing to team efforts beyond assigned duties when necessary
- Ability to handle confidential information with discretion and sound judgement
- Proficiency in MS Office Suite including Outlook, Word, Excel and PowerPoint.
- Strong proficiency in Microsoft Excel, including experience creating, maintaining, and managing spreadsheets used to organize, track, and report business, financial, or operational information
- Experience with Adobe Acrobat, SharePoint and AI (Chat GPT, Copilot, others)
- Ability to learn new software programs relevant to office and project administration
- Strong problem-solving skills and ability to work independently
- Professional demeanor and reliability
Desired QualificationsWHAT YOU NEED TO STAND OUT - Preferred, not required- B.A. degree is preferred; study in area of business administration is a plus
- Experience working in a project-oriented organization or environmental industry
- High emotional intelligence and stakeholder management skills
- Experience managing sensitive or high-stakes communications
- Experience managing budgets or expenses
- Event planning or travel coordination expertise
- Advanced knowledge of MS Office Suite
- Advance experience with Adobe Acrobat, SharePoint, and AI (Chat GPT, Copilot, others)
Physical & Environmental RequirementsPHYSICAL & COGNITIVE REQUIRMENTS- Prolonged sitting up to 70% of the time
- Repetitive hand motions (typing, tool use, etc.)
- Viewing a computer screen for extended periods
- Writing reports, proposals, or technical documentation
- Communication effectively with clients, team members, and stakeholders
- Managing competing deadlines and shifting priorities
- Driving a company or personal vehicle
WORK ENVIRONMENT REQUIREMENTSThis description is not a comprehensive listing of activities, duties or responsibilities that may be required of the employee. Other duties, responsibilities and activities may be assigned or may be changed at any time with or without notice.
DetailsWork Schedule: Monday - Friday, 40 hours per week, core office hours.
Office Type: In-office full-time preferred, hybrid schedule available (3 days in office, 2 days' work from home). There will be a 90-day training period of 5 days per week in-office before hybrid schedule.
Travel: No overnight travel expected
A favorable pre-hire drug test is required.
All positions are subject to a pre-hire education and driving record verification.
This specific role supports U.S. Federal government contracts which require employees engaged on these contracts to be U.S. citizens.Digital & AI Proficiency: HGL encourages the responsible use of approved AI-enabled and digital technologies to improve productivity, technical quality, decision-making, and project delivery. Candidates who demonstrate curiosity, adaptability, and experience leveraging emerging technologies are highly valued.
The annual salary for this position ranges from $91,025.00 - $136,537.00. This position's final salary can be impacted by various factors including, but not limited to, contractual requirements, geographic location, job-related education, training, experience, and skills. If your desired salary falls outside of this range, we hope you'll still apply as there may be other positions that better align.
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