Executive Administrator & Office Manager

ABOUT DEFCON AI

RESILIENCE IN THE FACE OF DISRUPTION. DEFCON AI is an insights company that leverages artificial intelligence mathematical optimization data analytics and software engineering for resilient optimization of complex systems.
In todays dynamically changing world DEFCON AIs technology aligns outcomes with operational goals better decision making and empowers customers to anticipate assess and mitigate the impacts of disruptions.

About the Role

DEFCON AI is seeking an experienced Executive Administrator & Office Manager to support our executive leadership team and help maintain the smooth operation of our McLean VA office. This role is ideal for a highly organized proactive professional who enjoys balancing executive support operational coordination and office management responsibilities.

This is a hybrid position with three days in our McLean VA office.

Key Responsibilities

Executive Support (Approximately 50%)

• Manage complex calendars for multiple executives coordinating meetings across internal and external stakeholders.
• Prioritize scheduling requests and resolve calendar conflicts while balancing changing business needs.
• Coordinate leadership meetings offsites and executive travel arrangements as needed.
• Prepare meeting materials agendas and supporting documentation.
• Track follow-up actions and help ensure key commitments remain visible and organized.
• Serve as a trusted point of contact for executives exercising professionalism and discretion with sensitive information.

Expense Management & Administrative Operations (Approximately 30%)

• Manage expense reporting and reconciliation through Concur and DEFCON AIs ERP platform Unanet.
• Review expense submissions for accuracy completeness and policy compliance.
• Partner with Finance to resolve discrepancies and ensure timely processing.
• Maintain organized records of expenses receipts and supporting documentation.
• Support administrative workflows related to purchasing invoices and vendor coordination.

Office Management (Approximately 20%)

• Serve as the primary point of contact for day-to-day operations of the McLean office.
• Coordinate mail and package handling.
• Assist employees with office access badge/card access requests and workspace needs.
• Coordinate office supplies equipment and vendor services.
• Support onboarding and offboarding activities related to office logistics.
• Help plan and coordinate occasional onsite meetings team gatherings and company events.

What were looking for:

• 5 years of experience in executive administration office management or a related administrative support role in a professional environment
• Demonstrated experience supporting senior executives and managing complex calendars.
• Experience processing expenses reimbursements and administrative records.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and adapt in a fast-paced environment
• Excellent written and verbal communication skills.
• Strong interpersonal skills and customer-service orientation with the ability to work effectively across all levels of the organization
• High degree of professionalism discretion and judgment when handling confidential information
• Proficiency with Slack and Microsoft Office 365 including Outlook Teams Word Excel PowerPoint and SharePoint.
• Demonstrated ability toanticipate needs take initiative and work with minimal supervision.
• Must be located in the Washington DC metropolitan area and able to work onsite in the McLean/Tysons corner office three days per week.

Nice to Have:

• Experience using Concur or similar for expense management.
• Experience supporting executive leadership teams within a technology government contracting or startup environment.
• Experience coordinating travel meetings and company events
• Bachelors Degree with at least 2 years experience in the administrative professional field and/or events planning

What Success looks like:

• Executive calendars run smoothly with minimal scheduling conflicts.
• Expense reports are processed accurately and on time.
• Leadership teams receive responsive proactive support.
• The McLean office remains organized functional and welcoming.
• Employees have a positive onsite experience and can quickly resolve office-related needs.
• Administrative processes are well organized and scalable as the company grows.

What We Offer:

• A fully remote environment
• Competitive salary bonus and equity package
• 100% employer paid comprehensive health insurance including medical dental and vision for you and your family
• Unlimited PTO with your managers approval
• Flexible work environment where you manage your work day
• 14 weeks of fully-paid parental leave

Salary Range: $75000-$110000. This represents the typical salary range for this position based on experience skills and other factors.

• Managing and administering your application throughout the hiring process;
• Verifying the accuracy and authenticity of application materials including by cross-referencing information you provide against publicly available sources and proprietary databases;
• Identifyingindicators of potentially fraudulent fabricated or materially misleading application content including but not limited to discrepancies betweensubmittedmaterials and publicly available professional profiles geographic anomalies and fabricated work histories.