Administrative Assistant - Corporate Events & Executive Support

Job Title: Administrative Assistant – Corporate Events & Executive Support

Location: Richmond, VA

Duration: 6 months contract with high possibilities of extension

** Candidates local/ in a commutable distance from Richmond, VA 23230**

Job Overview

We are seeking an organized, detail-oriented Administrative Assistant with strong experience in corporate event coordination, executive administrative support, budget tracking, and expense management.

The ideal candidate will support senior leadership within the Government Affairs organization while coordinating in-person corporate events, maintaining financial records, managing administrative activities, and ensuring compliance with internal policies and procedures.

This role requires excellent organizational and communication skills, the ability to manage multiple priorities, and experience working in a large corporate or government environment.

Key Responsibilities

Corporate Event Planning & Coordination

• Lead the planning, staging, coordination, and execution of in-person corporate events at company facilities.
• Coordinate event logistics, schedules, internal arrangements, and stakeholder communications.
• Ensure smooth execution of events while managing multiple activities and deadlines.

Administrative & Executive Support

• Provide administrative support to Managing Directors and Senior Directors.
• Coordinate executive calendars, schedule meetings, and arrange business travel.
• Handle general administrative responsibilities and support day-to-day departmental operations.
• Manage electronic records and confidential information in accordance with company policies.

Budget & Financial Administration

• Maintain accurate internal working budgets reflecting regional and district expenditure activities.
• Monitor budget updates and reconcile working budgets against internal financial systems.
• Prepare and submit expense reports while ensuring compliance with company policies.
• Review and reconcile monthly corporate credit card statements.

Contribution & Compliance Management

• Process third-party and charitable contribution requests.
• Collect supporting documentation from external organizations and prepare transmittal letters.
• Process political contributions while ensuring accurate documentation, timely execution, and adherence to internal compliance procedures.
• Maintain organized records and supporting documentation for all contribution-related activities.

Required Qualifications

• Associate's degree or equivalent practical experience.
• Minimum 5 years of administrative experience in a large corporate or government environment.
• Experience coordinating corporate events, meetings, or in-person business functions.
• Strong experience in executive administrative support and calendar management.
• Experience with budget tracking, expense reporting, and financial reconciliation.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Strong organizational, multitasking, and prioritization skills.
• Excellent written and verbal communication skills.
• Ability to handle confidential information and interact professionally with internal and external stakeholders.
• Ability and willingness to work onsite at least 3 days per week in Richmond, VA.