Executive Assistant

Position Summary

We are looking for a meticulous and highly organized Executive Assistant to provide comprehensive support to company leadership within a Department of Defense contracting setting. This role blends executive assistance with responsibilities including contract management, document analysis, business registration, record maintenance, light accounting, and marketing coordination.

Key Duties and Responsibilities

• Offer daily administrative support to senior management, managing calendars, meetings, correspondence, and deadline tracking.
• Prepare, proofread, and organize various documents such as reports and presentations, ensuring accuracy and timely distribution.
• Monitor action items to guarantee adherence to internal, contract-related, and regulatory timelines.
• Collaborate with employees, government officials, subcontractors, vendors, accountants, legal counsels, and other professionals maintaining confidentiality of sensitive data.
• Maintain and organize records of Department of Defense contracts, subcontracts, task orders, amendments, NDAs, leases, and related documentation.
• Examine documents for completeness and consistency including signatures, dates, defined terms, attachments, and administrative compliance.
• Compare versions of documents to identify changes, missing elements, and discrepancies.
• Coordinate document workflows involving routing, approval processes, signatures, distribution, and archiving.
• Track contract timelines, option periods, modifications, deliverables, renewal deadlines, and other crucial milestones.
• Support the preparation and administrative review of contract amendments, NDAs, leases, and other business paperwork.
• Collect and organize supporting materials for audits, contract evaluations, financial reporting, and compliance checks.
• Refer issues requiring legal, accounting, tax, or contractual interpretation to appropriate experts.
• Handle accounts payable and receivable entries and processing, including invoice verification and record maintenance.
• Assist with bank, credit card, vendor reconciliations and generate routine accounting reports.
• Aid in initial and ongoing state business registrations, foreign qualifications, annual reporting, licensing, permits, and renewals, maintaining a calendar of deadlines.
• Compile documentation needed for federal, state, and local tax filings, coordinating with leadership and tax professionals.
• Manage records related to registrations, tax correspondences, certificates, and filing confirmations.
• Research and administratively respond to state notices, registration inquiries, and information requests.
• Collaborate with leadership and employees to gather content for social media such as company news, milestones, events, and photographs.
• Organize content drafts and media materials in a shared library or calendar and supervise basic content preparation ensuring compliance with confidentiality rules.

Required Qualifications

• Proven experience in executive support, administration, operations, or contract management roles.
• Excellent skills in document review, recordkeeping, filing, and data entry.
• Ability to detect incomplete, inconsistent, or inaccurate details within documentation.
• Strong attention to detail, adept organizational and proofreading capabilities, and dependable follow-through.
• Capability to handle multiple tasks and meet deadlines independently.
• High level of discretion managing confidential, financial, personnel, and contractual information.
• Advanced proficiency in Microsoft Office Suite including Word, Excel, Outlook, and Adobe Acrobat.
• Exposure to accounting, document management, or contract tracking systems.
• Effective verbal and written communication skills with a professional tone.

Preferred Qualifications

• Experience supporting Department of Defense or other federal contractors.
• Knowledge of accounts payable/receivable functions and reconciliations.
• Understanding of government contracts, subcontracts, task orders, and modifications.
• Experience managing state business registrations, licenses, tax document collections, and annual reports.
• Familiarity with sensitive or controlled contract information.
• Basic understanding of general ledger and journal entries, month-end accounting processes.
• Practical experience with QuickBooks or similar accounting software.
• Background in creating and organizing business social media content.
• Paralegal, legal assistant, contract administrator, or lease administration experience is a plus.

Salary

Offered salary starts from $80,000 annually and is commensurate with experience.