Executive Administrator & Office Manager

Job description

### About Us Red Cell Partners is an incubation firm building and investing in rapidly scalable technology-led companies that are bringing revolutionary advancements to market in three distinct practice areas: healthcare, cyber, and national security. United by a shared sense of duty and deep belief in the power of innovation, Red Cell is developing powerful tools and solutions to address our Nation’s most pressing problems. 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 today’s dynamically changing world, Defcon AI’s 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 AI's 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 we're 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 to anticipate 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 - Bachelor's 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 manager’s approval - Flexible work environment where you manage your work day - 14 weeks of fully-paid parental leave **Salary Range:** $75,000-$110,000. This represents the typical salary range for this position based on experience, skills, and other factors. **Our Red Cell Partners Benefits (may differ for each incubation):** For full-time roles - Career track opportunity with potential for rapid advancement with strong performance as the firm grows - 100% employer paid, comprehensive health care including medical, dental, and vision for you and your family. - Paid maternity and paternity for 14 weeks at employees' normal pay. - Unlimited PTO, with management approval. - Opportunities for professional development and continued learning. - Optional 401K, FSA, and equity incentives available.