Director, Executive Administration

Overview

ViaPath is currently seeking a Director, Executive Administration to join our team at the headquarters location in Falls Church, VA. This position directly supports the CEO and CFO and is a strategic, highly trusted partner responsible for providing comprehensive support to two members of the executive leadership team. This role ensures the smooth operation of the Executive Office by managing complex schedules, streamlining communication, driving key initiatives forward, and anticipating the needs of the CEO and CFO. The ideal candidate is a polished professional with exceptional judgment, outstanding organizational skills, and the ability to operate with discretion in a fast-paced, high-stakes environment.

Responsibilities

• Manage complex and frequently changing calendars; prioritize meetings and commitments
• Plan and coordinate travel, travel itineraries, logistics, including last-minute change management; Prepare and review expense reports using Concur
• Coordinate logistics for internal and external meetings, including briefings, agendas, ensure functionality of technical components, take meeting notes when needed, etc
• Serve as gatekeeper and liaison, ensuring efficient flow of information across the organization
• Draft, review, and edit correspondence, presentations, and documents on behalf of the executives
• Maintain a deep understanding of business priorities to proactively align scheduling and communications
• Support board-related activities including meeting preparation, logistics, material coordination, and distribution
• Anticipate needs of the CEO and CFO, providing proactive solutions and recommendations
• Assist in preparing for key leadership meetings, including data collection, briefing documents, and executive summaries
• Serve as an extension of the executives’ communication style and expectations
• Assist in managing and prioritizing daily workflow around emerging issues, including preparing materials and written correspondence timely on behalf of the CEO and CFO
• Build and maintain strong relationships with internal and external stakeholders, including customers, board members, etc.
• Project management for executive level deliverables
• Develop and execute procedures to ensure productive day-to-day office operations with a focus on efficient and streamlined administrative procedures
• Proactively coordinate and engage with leadership and other EAs in planning and organizing events, activities and calendars
• Work with appropriate staff members to ensure appropriate follow-up on any applicable project action items
• Track and help drive completion of key deliverables and pro-actively follow up on outstanding items
• Drive key team activities such as staff meeting agendas, all-hands meetings, etc.
• Special projects; opportunity to work on special projects as time allows
  
  

Qualifications

• Bachelor’s degree preferred.
• Minimum of 10 years of related experience supporting Executive level professionals to include C-Suite and Board level; Experience working in a PE environment is a plus
• Proven ability to manage multiple executives and competing priorities with accuracy and composure
• Extensive experience organizing complex schedules and logistics, often across multiple time zones
• Exceptional time management and organization skills
• Strong written and verbal communication skills, with the ability to represent executives professionally
• Demonstrated discretion and judgment in handling highly confidential information
• Strong proficiency in Microsoft Office Suite, Teams/Zoom, and other collaboration tools
• Ability to multi-task while successfully maintaining a strong attention to detail
• Must have strong critical thinking skills
• Must have the ability to be flexible and adaptable; experience working in a fast-paced environment
• Resourceful and solution-oriented
• Calm under pressure and adaptable to changing priorities
• Excellent organizational skills with an ability to think proactively and prioritize work
• Demonstrated professionalism in working with internal and external customers
• Ability to successfully work in a distributed employee based environment
• Must be a Notary Public, or have ability to gain certification
• Ability and willingness to travel up to 10% of the time
  
  

ViaPath, an innovation leader in correctional technology, education solutions that assist in rehabilitating inmates, and payment services solutions for government. ViaPath leads the fields of correctional technology, education, and government payment services with visionary solutions and customized products that integrate seamlessly to deliver security, financial value, and operational efficiencies while aiding inmate rehabilitation and reducing recidivism rates.

ViaPath is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, color, religion, creed, national origin or ancestry, sex, pregnancy or pregnancy-related condition, age, physical or mental disability, veteran or military status, genetic information, sexual orientation, marital status, or any other legally recognized protected basis under federal, state or local laws, regulations or ordinances. The information collected by this application is solely to determine suitability for employment, verify identity and maintain employment statistics on applicants.