Administrative Assistant at OPSPro in Ashburn, VA, USA

Job description

• OPSPro specializes in providing small businesses and government contractors with compliance and operational support to include HR, Payroll, Accounting, Contracting, and IT.
• We are hiring a high-accountability, high-ownership operator to act as the right hand to the CEO of a growing company. This is not a traditional Administrative Assistant role. This role owns the execution layer across the CEO's business and personal life, while also providing executive support to the Senior Director of Business Operations (based in Denver). You will ensure nothing falls through the cracks across leadership, operations, events, and logistics. You will be trusted to think ahead, solve problems, manage complexity, and operate with full ownership across a wide range of responsibilities.

Responsibilities

• Essential Duties and Responsibilities: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
• Executive Support and Calendar Ownership (CEO + Sr. Director, Denver)
• Fully manage and optimize calendars, priorities, and commitments
• Coordinate across time zones and leadership schedules
• Proactively identify conflicts, gaps, and opportunities
• Prepare leadership for meetings, events, and key interactions
• Track follow-ups and ensure nothing is dropped
• Communication and Coordination
• Monitor and manage communications, commitments, and key channels
• Draft responses, follow-ups, and outreach
• Act as an operational hub between CEO, Sr. Director, team, and external partners
• Events and Client Engagement
• Coordinate, support, and attend client and industry events
• Manage logistics for exhibits, materials, and event setup
• Prepare leadership for events, including materials and schedules
• Interact professionally with clients, partners, and prospects
• Support follow-ups and opportunity tracking post-event
• Exhibits and Operational Logistics
• Own inventory of exhibit materials and supplies
• Manage ordering, restocking, packing, and transport
• Coordinate shipments and local delivery
• Handle local event setup and breakdown when needed
• Travel and Personal Logistics
• Plan and manage end-to-end travel (business and personal)
• Coordinate travel for CEO and support logistics for senior leadership as needed
• Build detailed itineraries and ensure smooth execution
• Run local errands, pickups, and time-sensitive logistics
• Ensure the CEO is fully prepared at all times
• HR and Internal Operations Support
• Coordinate onboarding and offboarding
• Manage HR administration (documents, tracking, systems)
• Maintain organized employee records and internal processes
• Support coordination with payroll and benefits providers
• Expense and Operational Tracking
• Track expenses and ensure accuracy and organization
• Maintain proper documentation and follow-through
• Opportunity Tracking and Accountability
• Surface relevant opportunities, events, and connections
• Help maintain focus on priorities across leadership
• Act as an accountability partner to ensure execution stays on track

Requirements

• Experience in client services, operations, or sales coordination preferred.
• Proficiency with workflow management tools (e.g., Bigin, SharePoint, Zoho).
• Ability to develop and document processes.
• Customer-focused mindset with a commitment to improving client experience.
• Strong organizational and communication skills.
• Strong problem solving and critical thinking skills
• Strong attention to detail
• Based within 15–20 minutes of Ashburn, VA (20148)
• 5–10+ years of experience supporting Senior Executives
• Office manager with HR and operations responsibilities
• Experience supporting multiple executives is a plus
• Strong organizational and communication skills
• Experience managing calendars, logistics, and competing priorities
• Ability to run errands and handle in-person logistics
• Must have reliable transportation
• Willingness to travel within the United States as needed
• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
• Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
• Diversity - Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences; promotes a harassment-free environment; builds a diverse workforce.
• Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.
• Strategic Thinking - Develops strategies to achieve organizational goals; understands organization's strengths & weaknesses; analyzes market and competition; identifies external threats and opportunities; adapts strategy to changing conditions.
• Planning/Organizing - Prioritize and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.
• Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
• Innovation - Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas; presents ideas and information in a manner that gets others' attention.
• Qualifications - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Language Skills - Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, proposals, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Mathematical Skills - Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• Reasoning Ability - Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to question activities and issues in all functional areas and make sound business decisions based on that data.

Skills

Required

• Strong attention to detail
• Must have reliable transportation

Benefits

• Medical, Dental & Vision
• FSA
• HSA
• Life Insurance
• 401k
• PTO
• Education Reimbursement