Executive Assistant (onsite, McLean VA) - Job Listing

Essential Duties and Responsibilities:
- Manage complex calendars by applying a clear understanding of business priorities, ensuring executives are properly prepared/briefed and kept informed of urgent business developments, data calls and timelines.
- Frequent travel coordination and complex expense report reporting for multiple executives.
- Research, prioritize, and follow up on incoming issues and concerns addressed to the Executive, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
- Create and update Microsoft Office presentations necessary for ongoing projects and essential briefings. Draft communications for the internal team.
- Support planning meetings and prepare meeting materials prior to scheduled events, including meeting agendas, handouts, meeting notes, etc., and support the execution of actual meetings. Attend meetings and prepare minutes/summary briefs.

- Manage complex and evolving executive calendars, ensuring leaders are fully briefed and prepared for all meetings, deadlines, and commitments.

- Coordinate domestic and international travel, including detailed itineraries, agendas, and required documentation; process related travel and expense reports promptly.

- Serve as a trusted gatekeeper, handling confidential communications and sensitive information with discretion and sound judgment.

- Prepare high quality presentations, briefing materials, and executive-ready documents to support ongoing initiatives and leadership needs.

- Support meeting planning and execution, including attending meetings to capture minutes, action items, and follow up tasks.

- Manage daily correspondence and general administrative workflow, ensuring timely responses and organized follow through.

- Maintain structured filing and document management systems to support efficient operational practices.

- Monitor upcoming priorities and deadlines, proactively keeping executives informed and aligned on next steps.

- Coordinate logistics for early morning meetings, including catering orders and setup needs.

- Provide high quality customer service and support to internal teams, stakeholders, and external partners.

- Demonstrate flexibility to adjust work hours during periods requiring early morning, after hours, or time sensitive support.

Minimum Requirements

- High school diploma or GED required and 4+ years of relevant professional experience required, or equivalent combination of education and experience.

- 4+ years of experience supporting senior executives, including managing multiple (up to four) complex executive calendars simultaneously.

- Expertise in Microsoft Office Suite (PowerPoint, Outlook, Word, Excel).

- Excellent verbal and written communication skills with strong attention to detail and accuracy.

- Highly organized, detail oriented, and able to manage competing priorities in a fast-paced, deadline driven environment.

- Demonstrated ability to handle confidential information with discretion and exercise sound judgment.

- Professional, polished, and mature demeanor with strong interpersonal skills and the ability to build effective relationships with senior leadership, staff, and board members.

- Proactive problem-solver with strong decision-making abilities; resourceful team player who can also work independently.

- Flexibility to work outside standard hours (early mornings or late evenings) as needed.

- Onsite in McLean, VA, Monday–Friday (5 days per week).

- US Citizenship.

EEO Statement

Maximus is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, age, national origin, disability, veteran status, genetic information and other legally protected characteristics.

Pay Transparency

Maximus compensation is based on various factors including but not limited to job location, a candidate's education, training, experience, expected quality and quantity of work, required travel (if any), external market and internal value analysis including seniority and merit systems, as well as internal pay alignment. Annual salary is just one component of Maximus's total compensation package. Other rewards may include short- and long-term incentives as well as program-specific awards. Additionally, Maximus provides a variety of benefits to employees, including health insurance coverage, life and disability insurance, a retirement savings plan, paid holidays and paid time off. Compensation ranges may differ based on contract value but will be commensurate with job duties and relevant work experience. An applicant's salary history will not be used in determining compensation. Maximus will comply with regulatory minimum wage rates and exempt salary thresholds in all instances.

Accommodations

Maximus provides reasonable accommodations to individuals requiring assistance during any phase of the employment process due to a disability, medical condition, or physical or mental impairment. If you require assistance at any stage of the employment process—including accessing job postings, completing assessments, or participating in interviews,—please contact People Operations at applicantaccom@maximus.com.