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Executive Assistant II

Company: Apex Systems
Location: Reston
Posted on: May 3, 2021

Job Description:

If interested and qualified, please send your resume to Katie Roupas at

Position: Executive Assistant

Location: 100% Remote; post COVID onsite in Reston, Virginia


Apex Systems is seeking an Executive Assistant to provide executive level management and administrative support to the Senior Vice President and other executive leadership for our client. The Executive Assistant often works independently with little or no supervision and interacts with Executive Leadership and staff at all levels in a dynamic and fast-paced environment. Absolute confidentiality, attention to detail and a high degree of professionalism are critical to this position.

Primary Responsibilities:

  • For the SVP and other leaders within the group, manage the calendar, email, internal and external commitments, and meetings and special events, to ensure that efficiency, due dates are met, and schedules optimized
  • Keep track of tasks, schedules and due dates for deliverables
  • Ensure the SVP is prepared for meetings with logistics, pre-reads, pre-meetings, etc. scheduled as needed
  • Proactively take charge of situations and understand the importance and urgency of issues while maintaining a calm and organized environment.
  • Use independent judgment, initiative and tact to make administrative decisions, resolve issues and escalate to the appropriate areas in a timely manner with careful regard for confidentiality and in accordance with the company's policies and procedures.
  • Constantly look for ways to increase organization, improve efficiency, and solve problems while meeting deadlines
  • Review and manage SVP email inbox to identify urgent issues, task items to be completed, manage due dates, etc.
  • Communicate directly, and on behalf of SVP, with internal and external stakeholders. Research, prioritize, and follow up on incoming issues and concerns and determine appropriate course of action, referral, and/or response
  • Partner with key administrative staff across the enterprise and provide a bridge for smooth communication. Demonstrate leadership and professional maturity to build relationships crucial to the success of the organization. Engender credibility and trust with all levels of staff and executive leadership
  • Plan networking/teambuilding and special events for staff and external audiences as needed
  • Arrange complex and detailed travel plans, itineraries and agendas. Timely create and track expense reports
  • Prepare confidential documents, agendas, and presentations to be presented by the Executives both internally and externally
  • Maintain files; make copies and other administrative duties as assigned
  • Manage all aspects of office administration using independent thinking and judgment with sole discretion for office procedures
  • Makes discriminating decisions regarding the distribution/flow of information and work
  • Manage organizational chart
  • Ability to work independently. Seeks areas and tasks for process improvements.
  • Uses discretion in all work activities.
  • Communicates proactively and promptly. Responsive to all requests in a professional and timely manner.


  • Bachelor's degree preferred and 5+ years of related work experience supporting a senior executive, preferably within a large organization.
  • Advanced level of skills and experience with Microsoft Outlook, PowerPoint, Excel, Sharepoint and Word. Excellent calendar management skills, including the coordination of complex executive-level meetings, and strong working knowledge of Microsoft Outlook
  • Strong ability to facilitate virtual meeting on Zoom, including starting, taking notes as needed, collecting agendas and distributing assigned tasks
  • Exceptional organizational skills, attention to detail, and ability to work independently. Sound judgment and ability to manage through disagreements and conflict to achieve resolution. Excellent analytical problem-solving skills and use of common sense to anticipate and resolve challenges or obstacles resourcefully with diplomacy, efficiency and timeliness
  • Strong written and verbal communication skills and ability to interface with internal and external stakeholders with professional maturity, confidentiality and discretion. Enthusiastic, positive, and personable working style with ability to relate well to others and to be a productive and positive member of the team
  • Flexible outlook and attitude and willingness to accept additional assignments and work outside of core hours if needed. Ability to remain calm under pressure, effectively manage new/shifting responsibilities priorities, and handle multiple, complex tasks at any given time
  • Ability to tolerate stress and be adaptable, flexible, persistent, versatile and handle multiple projects and re-prioritizations
  • Experience dealing with Senior Executives in an administrative capacity

If interested and qualified, please send your resume to Katie Roupas at

EEO Employer

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at or 844-463-6178.

Keywords: Apex Systems, Reston , Executive Assistant II, Other , Reston, Virginia

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