Defcon AI

Administrative Assistant

• Support DEFCON AI’s executive leadership team
• Manage complex calendars for multiple executives and coordinate meetings across internal and external stakeholders
• Prioritize scheduling requests and resolve calendar conflicts
• Coordinate leadership meetings, offsites, and executive travel arrangements
• Prepare meeting materials, agendas, and supporting documentation
• Track follow-up actions and keep key commitments organized
• Serve as a trusted executive point of contact while handling sensitive information professionally and discreetly
• Manage expense reporting and reconciliation through Concur and DEFCON AI’s Unanet ERP platform
• Review expense submissions for accuracy, completeness, and policy compliance
• Partner with Finance to resolve discrepancies and ensure timely processing
• Maintain expense, receipt, and supporting documentation records
• Support purchasing, invoice, and vendor-coordination workflows
• Serve as the primary point of contact for day-to-day McLean office operations
• Coordinate mail, packages, office supplies, equipment, and vendor services
• Assist with office access, badge/card requests, and workspace needs
• Support onboarding and offboarding office logistics
• Coordinate onsite meetings, team gatherings, and company events

Executive Administrator – Office Manager