Executive Assistant

Executive Assistant at Andrews & Cole, LLC Executive Assistant at Andrews & Cole, LLC in Cabin John, Maryland Posted in 27 minutes ago.

Type:

full-time

Job Description:

We are seeking a highly organized, proactive Executive Assistant to support the CEO of our boutique staffing firm. This role blends traditional executive support with project coordination and client-facing responsibilities, requiring strong judgment, attention to detail, and the ability to operate with discretion in a fast-paced environment. This role is ideal for someone who can operate as a true right hand to the CEO while also driving execution across client work, internal projects, and business operations and can seamlessly shift between administrative support and strategic projects. This role is based in our metro-accessible Bethesda office, 5 days onsite.

Responsibilities:

Executive Support Manage a complex and dynamic calendar, including scheduling internal and external meetings, prioritizing requests, and resolving conflicts Prepare briefing materials for meetings, including background information, available jobs, etc. Coordinate and book detailed travel arrangement as needed Draft and manage correspondence on behalf of the CEO Track and drive follow-ups, ensuring action items are completed in a timely manner Track daily, weekly, monthly and annual tasks for CEO. Organize and present to CEO to reprioritize and ensure action items are completed to meet all deadlines Take detailed meeting notes and summarize key takeaways and next steps Provide personal assistant support to the CEO as needed, including managing personal appointments and tasks Client & Business Operations Support Assist with client communications and follow-up Coordinate meetings, intake calls, candidate interviews, prep calls, and debriefs Manage and, where appropriate, own communication with clients and candidates Create, edit, and format client-facing materials including job descriptions and status updates Maintain and update job orders, pipelines, and tracking sheets; ensure all activity is accurately captured in the CRM/ATS Provide recruiting support, including creating lists and mass emails in the CRM Maintain accurate and up-to-date client and candidate records within the CRM/ATS Perform regular data quality checks, including audits of active job orders and pipeline activity Generate and distribute reports such as application activity, pipeline tracking, and placement updates Support database functionality, including troubleshooting, documentation, and user support Coordinate with system vendors on updates and enhancements; stay current on best practices Assist with email campaigns, including list development, outreach coordination, and tracking engagement metrics Gather market and organizational data, including org charts and key hiring contacts Support client and candidate feedback initiatives, including survey distribution and tracking Handle light office management responsibilities, including vendor coordination and supply management Act as a project coordinator on internal initiatives, tracking timelines and deliverables Assist with preparation for internal and external events, including materials and logistics Participate actively in the local office, collaborating with team members and contributing to office culture

Qualifications:

BS/BA required (Business preferred) 5+ years of experience in an executive assistant or similar high-level support role, preferably within professional services or staffing Strong organizational and time management skills, with the ability to manage multiple priorities simultaneously Excellent written and verbal communication skills High level of discretion and professionalism Proficiency in Microsoft Office and CRM/ATS systems Comfortable working in a fast-paced, entrepreneurial environment with evolving priorities Benefits include medical, dental, vision, 401(k) with a generous match, health and wellness reimbursement stipend, and profit sharing