Executive Assistant and Scheduler

Receptionist & Office Administrator

• PRIVATE OFFICE OF A FORMER SENIOR U.S. GOVERNMENT OFFICIAL
• Confidential Search | Tysons Corner, Virginia
• Reports to: Chief Executive Officer
• Employment: Full-time
• Location: Tysons Corner, Virginia, with extensive travel
• Work arrangement: On-site only; no hybrid or remote option
• Travel: None; occasional local off-site support for limited special events only
• Schedule: Established office hours; consistent on-site coverage required

Position Overview

The Private Office of a Former Senior U.S. Government Official supports a complex portfolio of business, public-engagement, philanthropic, and personal activities in the United States and internationally. The Receptionist & Office Administrator is the office’s first point of contact and the operational anchor for a welcoming, professional, secure, and well-run workplace.

This role owns front-desk coverage and routine office administration, including visitors, calls and mail, meeting-space readiness, supplies, facilities, vendors, and day-to-day administrative support. It works closely with the CEO, Executive Assistant & Scheduler, and broader team while leaving the Principal’s calendar and high-level scheduling with the Executive Assistant & Scheduler. Success requires exceptional reliability, discretion, attention to detail, calm judgment, and a service-oriented, low-ego approach.

Key Responsibilities

Reception and Front-Desk Coverage

• Provide continuous, professional front-desk coverage during established office hours; greet visitors, verify appointments, coordinate access, and manage visitor flow in accordance with office and building procedures.
• Answer and route calls, shared inbox messages, and routine inquiries; direct scheduling and executive matters appropriately, and receive, distribute, and track mail, packages, couriers, and deliveries.
• Maintain a warm, polished, and discreet presence while protecting confidential information and escalating security, visitor, or operational concerns appropriately.

Office Operations and Facilities

• Open and prepare the office each business day and keep reception, conference rooms, common areas, and kitchen spaces orderly, stocked, and ready for staff and guests.
• Monitor and order office, kitchen, and meeting supplies; maintain practical inventory controls and anticipate needs before they affect operations.
• Liaise with building management, cleaning, maintenance, IT, and other vendors; coordinate access, badges, keys, workspace and equipment readiness, and routine onboarding or offboarding logistics, tracking issues through resolution.

Administrative and Meeting Support

• Manage conference-room reservations and prepare spaces, materials, technology, refreshments, and catering for internal and external meetings; restore rooms promptly afterward.
• Provide routine administrative support to the CEO and office team, including document formatting, printing, scanning, filing, data entry, contact and office records, lists, labels, mailings, shared files, and routing invoices or receipts for action.
• Support internal gatherings and occasional limited special events, including rare local off-site assignments, while ensuring daily office responsibilities remain covered.

Qualifications and Capabilities

• Demonstrated success in reception, office administration, hospitality, client service, or another role requiring polished interaction, exceptional reliability, and consistent in-person coverage during established office hours.
• Excellent interpersonal, telephone, and written communication skills; warm, professional, responsive, and comfortable interacting with senior leaders and a wide range of guests and partners.
• Strong organization and attention to detail, with the ability to manage competing priorities, routine records, vendors, facilities, and follow-through without losing accuracy.
• Sound judgment and discretion, including a strong record of handling confidential or sensitive information appropriately.
• Proactive, calm, and service-oriented approach; willing to handle tasks large and small and able to improve routine processes as needs evolve.
• Working fluency with Microsoft Office, telephone and meeting-room systems, calendars, shared files, and common business technology; able to learn new tools quickly.

Success in This Role

• The front desk is consistently covered during established office hours, and visitors and callers receive warm, professional, and responsive service.
• The office, meeting rooms, supplies, and shared spaces are organized, stocked, secure, and ready before they are needed.
• Facilities, vendor, delivery, recordkeeping, and routine administrative needs are anticipated and handled accurately, promptly, and with clear follow-through.
• The Executive Assistant & Scheduler can remain focused on the Principal’s calendar and executive priorities because office administration is handled reliably.

Schedule and Working Conditions

• This position provides continuous on-site coverage in the Tysons Corner office during established office hours. Regular, punctual attendance and reliable front-desk coverage are essential functions of the role.
• This is a fully on-site position with no hybrid or remote work option. Off-site work is not part of the regular schedule; occasional early, late, weekend, or local off-site support may be required for limited office needs or special events only.