नोकरीचे वर्णन

Job Overview

This position is based in McLean, Virginia and is an on-site role with working hours from 8:00 AM to 5:00 PM. The selected candidate will independently oversee front desk operations, deliver executive-level administrative support, and manage U.S. HR administration tasks such as payroll preparation and benefits coordination. Success in this role depends on strong ownership, sound judgment, confidentiality, precision, and the ability to work from established procedures with limited oversight.

Office Administration

Act as the first point of contact for visitors and office-related questions.
Handle phone calls, email communication, and reception duties independently.
Oversee the company inbox and route messages appropriately while responding in a timely manner.
Keep office supplies stocked, meeting spaces organized, and the workplace running smoothly.
Manage routine administrative requests on your own and ensure they are completed on time.

Executive Support

Coordinate complex calendars for senior leaders, including meeting scheduling, conflict resolution, and appointment prioritization.
Arrange domestic and international travel, including airfare, hotels, ground transport, and full itineraries.
Prepare and submit executive expense reports accurately and within required timelines.
Create, edit, and format correspondence, presentations, and reports for executives.
Serve as a communication bridge between leadership and internal or external contacts in a polished and professional way.
Handle sensitive information with strict confidentiality and professionalism.
Stay ahead of executive priorities and help maximize time efficiency through proactive planning.
Organize leadership meetings, including agendas, supporting materials, and follow-up action points.

Payroll Administration

Prepare payroll inputs accurately using Paylocity.
Track work hours, PTO, and payroll changes such as new hires, departures, and adjustments.
Ensure payroll records are complete, correct, and submitted by deadlines.
Follow payroll checklists and established procedures without relying on HR for routine steps.
Work with management to obtain approvals when needed.

Benefits Administration

Serve as the main contact for third-party administrators.
Manage benefits enrollments, updates, and employee questions independently.
Keep benefits records current and accurate.
Run open enrollment activities according to set guidelines.
Resolve standard benefits issues without escalation.

Employee Lifecycle Administration

Carry out onboarding and offboarding end-to-end using standard templates and checklists.
Ensure all required documents are completed, filed, and tracked properly.
Coordinate access setup and documentation needs without unnecessary delays.
Maintain employee files in an organized, audit-ready manner.

HR Systems, Compliance, and Data Quality

Maintain complete accuracy in employee data across systems and trackers.
Enter compensation, title, and status changes promptly.
Create basic reports as needed using existing templates.
Partner with an external firm to support adherence to state-level employment regulations through established compliance processes and checklists.
Escalate possible compliance concerns or data mismatches to management.

Order Management

Support sales efforts for assigned federal customers by ensuring documentation is complete and accurate.
Assist with quote preparation, bid documents, and processing federal purchase orders.
Track order-related requests, route them correctly, follow up, and help resolve basic issues.
Coordinate with sales, finance, and logistics teams to support timely fulfillment.
Keep order files organized, complete, and ready for audit review.

Operating Expectations

This position is expected to handle daily responsibilities independently using established processes, templates, and checklists.
Routine payroll, benefits, and administrative work should be completed end-to-end, including coordination with third-party firms where applicable.
The role should proactively engage the right stakeholders to keep deadlines on track.
Situations needing alignment include policy exceptions, compliance concerns, and system or process issues that affect completion of work.
Accountability includes accuracy, deadline adherence, and smooth execution across all assigned duties.

Qualifications

Candidates should bring 2 to 3 years of experience in an executive assistant, administrative, or HR support role, along with prior exposure to supporting C-suite or senior leaders. A basic working knowledge of U.S. payroll and benefits processes is required. Strong attention to detail, a high level of accountability, discretion, and the ability to manage multiple priorities independently are essential.

Key Competencies

Confidentiality and sound judgment
Strong organization and time management
Professional communication and stakeholder coordination
Proactive problem-solving and anticipation of executive needs

Benefits

Medical, dental, and vision insurance
Employer-paid short-term disability, long-term disability, and life coverage
Paid time off, including up to 10 vacation days per year
Paid sick leave of up to 5 days per year
401(k) retirement savings plan
Tuition reimbursement or support for continuing education
Paid participation in approved workshops and conferences
Access to LinkedIn Learning
Employee Assistance Program

Perks at Headquarters

Free daily snacks and beverages in the office
Opportunities for professional growth and continuous learning
Employee recognition initiatives
Company-sponsored social activities and team-building events
A collaborative and team-focused workplace
Exposure to high-impact work alongside experienced professionals

Additional Information

The role requires in-office presence in McLean, VA. Daily working hours are 8:00 AM to 5:00 PM. The position includes responsibility for payroll preparation, benefits coordination, administrative processing, and support for federal client order management. No salary amount, application deadline, or start date was provided.

Executive Assistant