Executive Administrator & Office Manager

About the Role

DEFCON AI is seeking an experienced Executive Administrator & Office Manager to support our executive leadership team and help maintain the smooth operation of our McLean, VA office. This role is ideal for a highly organized, proactive professional who enjoys balancing executive support, operational coordination, and office management responsibilities. 

This is a hybrid position with three days in our McLean, VA office.

Key Responsibilities

Executive Support (Approximately 50%) 

• Manage complex calendars for multiple executives, coordinating meetings across internal and external stakeholders.
• Prioritize scheduling requests and resolve calendar conflicts while balancing changing business needs.
• Coordinate leadership meetings, offsites, and executive travel arrangements as needed.
• Prepare meeting materials, agendas, and supporting documentation.
• Track follow-up actions and help ensure key commitments remain visible and organized.
• Serve as a trusted point of contact for executives, exercising professionalism and discretion with sensitive information. 

Expense Management & Administrative Operations (Approximately 30%) 

• Manage expense reporting and reconciliation through Concur and DEFCON AI's ERP platform, Unanet.
• Review expense submissions for accuracy, completeness, and policy compliance.
• Partner with Finance to resolve discrepancies and ensure timely processing.
• Maintain organized records of expenses, receipts, and supporting documentation.
• Support administrative workflows related to purchasing, invoices, and vendor coordination. 

Office Management (Approximately 20%) 

• Serve as the primary point of contact for day-to-day operations of the McLean office.
• Coordinate mail and package handling.
• Assist employees with office access, badge/card access requests, and workspace needs.
• Coordinate office supplies, equipment, and vendor services.
• Support onboarding and offboarding activities related to office logistics.
• Help plan and coordinate occasional onsite meetings, team gatherings, and company events. 

What we're looking for:

• 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.
• Experience supporting executive leadership teams within a technology, government contracting, or startup environment. 
• Experience coordinating travel, meetings, and company events
• Bachelor's Degree with at least 2 years' experience in the administrative professional field and/or events planning

What Success looks like:  

• Executive calendars run smoothly with minimal scheduling conflicts.