Executive Administrator/Office Manager

About the position

Hitachi Vantara Federal is seeking a highly skilled Executive Administrator/Office Manager to enhance the efficiency and effectiveness of our Reston corporate office operations while directly supporting 2-3 members of our executive team, including the CEO. This critical role demands exceptional organizational skills, meticulous attention to detail, and strong communication abilities to manage multiple priorities and time-sensitive requests. Success in this role requires a proactive mindset, the ability to navigate complex challenges, and a commitment to delivering high-quality results under deadlines. The ideal candidate will excel at maintaining operational excellence by streamlining administrative processes and ensuring smooth office functionality, supporting senior leaders with professionalism, discretion, and a focus on outcomes that align with business priorities, and solving problems with a resourceful and self-motivated approach while handling sensitive information with the highest level of integrity.

Responsibilities

• Provide administrative support to the executive team (C-Suite); provide light support to broader management team members.
• Communicate directly, and on behalf of the President and CEO, with Board members, other Hitachi members, staff, and others, on matters related to CEO's programmatic initiatives.
• Coordinate and support key meetings planning events such as board meetings, strategic offsites, team-building events and town halls.
• Work closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
• Act as a 'barometer,' having a sense for the issues taking place in the environment and keeping the President updated.
• Provide a bridge for smooth communication between the President's office and internal departments.
• Manage org calendar and key scheduling requirements, including events, travel itineraries and expense report entries for the executive team.
• Schedule meetings, travel and events with the executive team as needed.
• Drive key org activities such as monthly town halls, planning sessions, training events, and team functions.
• Assist team in preparing presentations, including collecting, and analyzing information for reports and soliciting content from key stakeholders.
• Build rapport and relationships with other EAs across the Hitachi companies.
• Recommend, design, and develop in office and org events targeted at employee engagement and culture.
• Coordinate and manage special projects as assigned by the executive team.
• Greet guests and ensure they are welcomed, signed into the kiosk, and promptly set up in their appropriate location.
• Manage visitor authorizations for the executive team and oversee conference room scheduling.
• Accept deliveries and distribute mail and packages efficiently.
• Maintain accurate, real-time organizational charts.
• Collaborate with property management to address and resolve maintenance requests.
• Oversee the corporate office kitchen, ensuring consistent availability of snacks, drinks, and general supplies.
• Keep org calendars current and accessible.
• Coordinate office layouts, moves, and relocations.
• Manage relationships with vendors and contractors.
• Oversee the office parking system.
• Coordinate office document destruction through secure shredding services.
• Ensure the office Wi-Fi signage is up to date.
• Reconcile and submit all facility-related corporate expenses.
• Assist with catering needs for the corporate location.
• Coordinate candidate interviews for managers and leaders.
• Oversee new hire onboarding logistics.
• Create and distribute the Community Connection newsletter.
• Plan and execute monthly birthday and anniversary celebrations.
• Coordinate holiday and social events at the Reston office.
• Organize community service opportunities.
• Develop agendas and participate in Women's Employee Resource Group meetings.
• Manage content and coordinate logistics for Town Hall events.
• Maintain and continuously update SharePoint pages for various HVF groups.
• Coordinate employee packages for recognition programs.

Requirements

• Bachelor's degree in facilities management, business administration, or a related field (or equivalent professional experience).
• Exceptional organizational skills with the ability to seamlessly manage and prioritize multiple tasks while maintaining attention to detail.
• Proven interpersonal skills, fostering strong relationships with stakeholders.
• Expertise in written and verbal communication.
• Demonstrated ability to proactively solve problems and make sound decisions under minimal supervision.
• High emotional intelligence and maturity.
• Track record of maintaining confidentiality with discretion.
• Solid experience in administrative or facilities management roles.
• Knowledgeable in building systems, compliance with codes, and regulatory standards.
• Detail-oriented problem solver with the ability to manage and execute complex projects.
• Proficiency in Microsoft Office Suite and other relevant computer applications.
• Strong ability to prioritize tasks and manage multiple, overlapping projects effectively.
• Exceptional customer service mindset.

Benefits

• Industry-leading benefits and support for holistic health and wellbeing.
• Flexible arrangements that work for you.
• Opportunities for career growth and innovation.