Executive Assistant

Description:

About Us

eSimplicity is a modern digital services company that partners with government agencies to improve the lives and protect the well-being of all Americans, from veterans and service members to children, families, and seniors. Our engineers, designers, and strategists cut through complexity to create intuitive products and services that equip federal agencies with solutions to courageously transform today for a better tomorrow.

We're looking for an Executive Assistant who will provide administrative support to members of our executive team, ensuring their schedules are meticulously managed and all meetings are effectively coordinated. This role involves handling a wide range of communications, both internal and external, to maintain smooth and efficient operations. By taking charge of day-to-day administrative tasks, the Executive Assistant will enable our executives to concentrate on strategic initiatives and high-value activities. Additionally, this position requires assisting with various projects, ensuring that all tasks are completed accurately and on time.

This role follows a hybrid schedule. Employees are required to work on-site Tuesdays and Thursdays, with remote work on other days as business needs allow.

Responsibilities:

• Calendar Management: Manage complex, high-volume calendars for 4–5 executives, scheduling and deconflicting meetings, appointments, and events while ensuring all relevant details, attendees, and priorities are aligned.
• Email Management: Filter, organize, and respond to emails on behalf of the executives, prioritizing urgent communications.
• Travel Coordination: Arrange travel plans, including flights, accommodations, and itineraries, ensuring efficiency and cost-effectiveness.
• Task Delegation: Assign tasks to team members or external resources as needed and monitor progress to ensure timely completion.
• Document Preparation \& Communications: Create, edit, and manage documents, presentations, reports, and internal communications materials, ensuring accuracy and professional formatting.
• Meeting \& Event Support: Prepare agendas, take minutes, and follow up on action items; manage logistics for off-sites, corporate events, and program team events from planning through execution.
• Project Coordination: Assist with the planning and coordination of projects to ensure they are completed on time and within scope.
• Research: Conduct research to provide executives with necessary information for decision-making.
• Financial Responsibilities: Invoices for purchases, expenses and expense reports, and staying within budget for events.
• Business and Strategy: Plan and prepare for recurring business rhythm meetings and conduct calendar reviews to ensure proactive and strategic scheduling.
• Communication Coordination: Coordinate communications between executives and internal/external stakeholders, using discretion to prioritize and resolve scheduling conflicts.
• AI-Powered Productivity: Leverage AI tools and platforms to streamline workflows, automate routine tasks, and enhance executive productivity and decision support.
• Content Development: Partner with the marketing team to write and create content, including customer impact stories, internal communications, and other materials that support eSimplicity’s brand and mission.
• Corporate Social Responsibility: Coordinate eSimplicity’s participation and representation at industry events, community and charitable events, and employee events, including logistics, materials, and scheduling.
• Office Space Management \& Organization: Organize office spaces and manage inventory of office supplies, ensuring all work areas and meeting rooms remain stocked, orderly, and operational.

Requirements:

Required Qualifications:

• Bachelor’s degree
• 7\+ years of experience as an executive assistant or in a similar role.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, and other productivity tools.
• Ability to work independently and handle confidential information with discretion.
• Strong problem-solving skills and attention to detail.
• Ability to manage multiple tasks and prioritize effectively.
• Basic understanding of federal contracts, software development lifecycle, and data systems; fluency in business communications within a government contracting environment.
• Local to DC, Maryland, and Northern Virginia area.

Preferred Qualifications:

• Experience using AI tools (e.g., Microsoft Copilot, ChatGPT, or similar) to improve productivity and automate workflows.
• Proficiency in Slack or similar tools

Working Environment:

eSimplicity supports a hybrid work environment operating within the Eastern time zone so we can work with and respond to our government clients. Expected hours are 9:00 AM to 5:00 PM Eastern unless otherwise directed by your manager.

Occasional travel for training and project meetings. It is estimated to be less than 5% per year.

Benefits:

eSimplicity offers a comprehensive benefits package, including medical, dental, and vision coverage, 401(k) retirement benefits, paid time off, paid holidays, life and disability insurance, and additional wellness and employee support programs. Eligibility may vary based on employment status and applicable plan terms.

Reasonable Accommodation:

eSimplicity is committed to providing reasonable accommodations to qualified individuals with disabilities during the application and hiring process. Applicants who need assistance or accommodation should contact Human Resources.

Equal Employment Opportunity:

eSimplicity is an Equal Opportunity Employer, including disability and protected veteran status. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran status, disability, or any other legally protected status.