Executive Assistant



Arlington, VA, USA · United States
Posted on Monday, July 8, 2024

Inclusively is partnering with a global information technology services and consulting company to hire an Executive Assistant. **Please note: this role is NOT an internal position with Inclusively but with the partner company.**


Inclusively is a digital tech platform that connects candidates with disabilities, who may benefit from workplace accommodations, to inclusive employers. This includes all disabilities under the ADA, including mental health conditions (e.g. anxiety, depression, PTSD), chronic illnesses (e.g. diabetes, Long COVID), and neurodivergence (e.g. autism, ADHD). Applicants with one or more of these conditions are encouraged to apply; Inclusively does not require applicants to disclose their specific disability.

Our Corporate Services & Sustainability is a dynamic team of experts focused on providing the resources and support needed for our people to excel. We're the backbone of our company, ensuring our employees have everything they need to deliver exceptional service to our clients.

  • Prepare a range of non-routine correspondence according to company guidelines for signature by executive, (i.e. brand compliance, proof reading materials for consistency, grammar, and spelling).
  • Compile, process and analyze data based on research objectives and prepare reports
  • Arrange and coordinate meetings/conferences in liaison with the Meeting and Events Planning team when applicable. Handle routine and non-routine logistics (e.g. contact meeting participants and coordinate responses, compose meeting materials and follow-up correspondence with input and review by Executive). Follow up on action items and report status to Executives/meeting attendees. Identify potential speakers and provide local, on-site support as appropriate.
  • Coordinate work with third-party suppliers – both internal and external – to address support needs and issues on behalf of the executive timely manner according to local capabilities and guidelines
  • May be responsible for coordinating the activities of other Executive Support Associates/Analysts for their team, this is defined as assigning tasks in a structured and formal way and on a regular basis.
  • May anticipate travel needs of executive and independently coordinate complex travel arrangements, typically involving multiple changes and destinations based on understanding of executive’s availability and obligations. Support with travel documentation and procedures (itineraries, visa/passport procedures).
  • May prepare draft proposals and presentations with direction from Executive and/or support from other individuals or service departments, as necessary
  • May review and sort paper-based and electronic mail, identify/take action required where appropriate
  • May manage potential complex calendar / diary activity, including coordination of appointments for executives as well as extensive rescheduling. Keep executives informed as needed
  • May provide telephone support (i.e. answer calls promptly and courteously). Act as executives’ representative to independently handle calls
  • Arrange conference calls, video conferences or data conferences occasionally involving a global audience
  • Assist with miscellaneous complex administrative tasks (i.e. locate and complete standard company forms, provide invoicing and accounts reconciliation support, maintain voicemail/email distribution lists, may manage time and expense reports)
  • Keep current and be knowledgeable on our tools and technology. Educate executives on new and existing technology / processes in order to support our overall strategy
  • Develop relationships with executives’ clients and their Executive Support Associates
  • Record and monitor work requests into the tracking tool in a timely manner according to local capabilities and guidelines
  • May maintain contact and email distribution lists

Job Requirements:

  • Required to be in-office to support client/customers, learning, community, and/or omni connected events as defined locally or by your geography and local EA leadership
  • Required flexibility of work schedule and overtime (including some weekends) will be required to support leadership meetings.
  • This role will be supporting 699 14th Street, 10th floor, Washington, DC

Basis Qualifications:

  • Minimum of 3+ years of Executive Support experience

Preferred Qualifications:

  • Customer Experience Management
  • Microsoft Office
  • Scheduling and Logistics
  • Service Excellence
  • Stakeholder Management
  • Workplace Solutions
  • College degree preferred

Professional Skills:

  • Problem Solving
  • Effective Verbal Communication
  • Effective Written Communication
  • Executive Presence
  • Collaboration
  • Critical Thinking
  • Social Collaboration
  • Customer Care and Satisfaction
  • Operational Excellence
  • Storytelling