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Core Competencies
Role fitCore Competencies
Use this summary to align your resume positioning with the role.
Demonstrates expertise in executive administration and office management, with a strong focus on calendar management, expense processing, and organizational support. Proficient in maintaining professionalism and discretion while coordinating complex logistics and communications.
Highest-signal resume keywords
Executive Administration ExperienceCalendar ManagementExpense Reporting and ReconciliationMicrosoft Office 365 ProficiencyOrganizational Skills
ATS Keywords
Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills
Expense ProcessingCalendar CoordinationMeeting PreparationVendor CoordinationOffice Management
Soft Skills
Interpersonal SkillsAttention to DetailCustomer-Service OrientationCommunication SkillsDiscretion and Judgment
Tools & Technologies
ConcurMicrosoft OutlookMicrosoft TeamsMicrosoft WordMicrosoft ExcelMicrosoft PowerPointMicrosoft SharePointSlack
Industry Keywords
Professional EnvironmentExecutive Leadership SupportAdministrative SupportTechnology EnvironmentGovernment Contracting
Tech Stack
Tools & technologiesERP
About the role
Key responsibilities & impact- 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
Requirements
What you’ll need- 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
- Nice to have: Experience supporting executive leadership teams within a technology, government contracting, or startup environment
- Nice to have: Experience coordinating travel, meetings, and company events
- Nice to have: Bachelor's Degree with at least 2 years' experience in the administrative professional field and/or events planning
Benefits
Comp & perks- 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