Executive Assistant (Hybrid - DC/VA/MD)

Full-time - Mid Level

Hybrid - Washington, DC

Administrative and Support Services

About the position

The Executive Assistant provides essential support to senior leaders including the Chief Corporate Affairs Officer/ Senior Vice President, Public Relations & Chief Communications Officer/ Senior Vice President, Innovation & Chief AI Officer. The Executive Assistant's responsibilities include handling administrative tasks such as expense reports, travel coordination scheduling, and contract submissions. Additionally, the specialist will draft weekly communications for the C-suite and monitor the organization's media clipping service, providing summaries of press coverage. This position requires a highly organized and proactive individual with excellent organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Manage expense reports.
• Coordinate travel.
• Schedule meetings and appointments.
• Handle contract submissions and processing.
• Organize onsite meetings (room scheduling, guest greeting, logistics coordination).
• Coordinate internal events such as HQ Week and All Staff meetings.
• Manage internal coordination platforms like Passport.
• Draft weekly communications from the Corporate Affairs team to the C-suite.
• Manage and monitor the organizations media clipping provider and generating press clip summaries.
• Perform additional duties not listed in the job description as required by business needs.

Requirements

• Bachelor's degree in administration, communications or related field, or equivalent work experience.
• At least 7 years' experience performing general Administrative Assistant responsibilities including a minimum of 5 years supporting a senior-level executive required.
• Curiosity for AI and AI solutions.
• Based in Washington, DC.
• Proven experience working in a fast-paced environment.
• Comfortable working with multiple principals across different time zones.
• Exceptional organizational and time management skills, with a keen attention to detail.
• Strong verbal and written communication skills that reflect Brand USA's values.
• Strong writing and editing skills including grammar, style, and spelling.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proven ability to work independently, prioritize tasks, and manage multiple projects simultaneously.
• Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.
• Dedicated remote work area that is quiet enough for employee to concentrate is required.
• Must have homeowner's or renter's insurance and the ability to comply with company technology, safety, and health requirements.
• Ability to travel on occasion as required to attend meetings and/or events.
• Ability to frequently operate a computer and other office productivity machinery.
• Ability to lift up to twenty (20) pounds.
• Ability to perform the essential functions with or without a reasonable accommodation.
• May require more than forty (40) hours per week to perform the essential duties of the position.

Benefits

• Medical, Dental, and Vision: Three medical plan options (HMO, POS, PPO) through CareFirst, with varying coverage levels and out-of-pocket costs.
• Life and AD&D Insurance: Company-paid basic life and accidental death & dismemberment insurance (2x annual salary up to $200,000).
• Short-Term and Long-Term Disability: Company-paid short-term and long-term disability insurance.
• 401(k) Retirement Plan: A 401(k) plan with employer matching contributions (100% of the first 3% of salary deferred, plus 50% of the next 2%).
• Flexible Spending Accounts (FSA): Options for pre-tax deductions for healthcare and dependent care expenses.
• Transit and Parking Account: Pre-tax deduction option for transit and parking expenses.
• Wellness Program: Access to a wellness and disease management program through Sharecare.
• Employee Assistance Program (EAP): Access to resources for personal and work-related issues.
• Voluntary Benefits: Options for additional life insurance, pet insurance, etc.
• International Medical Coverage: Coverage for medical emergencies while traveling internationally on company business.