Executive Assistant - Business Operations

Executive Assistant – Business OperationsHGL is seeking an Executive Assistant to provide high-level business operations and corporate support to our CEO, Executive Vice Presidents, and other executive leadership teams located in the Reston, VA office and across the company. This is a full-time, in-office (preferred) or hybrid position (minimum 3 days in the office) based in our Reston, VA office.The person hired for this role will be responsible for providing high-level administrative and operational support to executive, corporate, operations, and business development teams. This position requires someone who is comfortable working with senior executives, managing and analyzing information, supporting financial and budget-related activities, and coordinating day-to-day office needs.

Responsibilities will include, but are not limited to:Working with CEO and other EVP's to create and maintain presentations, reports, spreadsheets, and other executive-level materialsProviding high-level administrative support to C-suite executives and senior leadership while effectively managing competing priorities, requests, and deadlinesSupporting the corporate counsel with administrative needs as requiredManaging and tracking executive priorities, projects, commitments, and action items across multiple functional areas, proactively following up with responsible parties and providing leadership with visibility into status, deadlines, and emerging issuesWorking with senior staff to coordinate, plan and schedule Corporate Management meetingsWorking with VP of Finance, DoD and Civilian Agencies Program Directors in preparing monthly progress reports and updating KPI's that track performance against goals across the enterpriseConducting research, gathering information from internal and external sources, synthesizing findings, and preparing initial drafts of executive briefings, correspondence, reports, presentations, and other leadership materialsDeveloping, maintaining, and managing spreadsheets used to track budgets, expenses, operational information, key statistics, and other business dataProviding administrative support for budgeting, expense tracking, financial reporting, and other finance-related activities in coordination with executive and finance leadershipTracking other key statistics and data with input from operations and senior leaders and organizing information into clear, accurate reports and presentationsManaging and coordinating office space allocation, including tracking workspace availability, assigning office and workstation space, and supporting changing office-space needsCoordinating office supply needs, including monitoring inventory, ordering supplies, and helping ensure the office is appropriately equipped and organizedServing as a point of coordination for office-related administrative and operational needs and working with internal stakeholders and vendors, as appropriateSitting in on Board of Directors meetings and other confidential and proprietary meetings; taking notes, producing reports and minutes, keeping track of deliverables and scheduling workflow as needed to facilitate completionBack-up to Executive Staff for preparing financial documents to include expense reports and coordinating accounts payable for senior staffMaintaining and updating BOD and Subcommittees reportsHandling sensitive, confidential, and time-critical information with a high degree of professionalism, discretion, and judgmentAnticipating administrative and operational needs and proactively identifying solutions to support executives and the broader corporate teamThe ideal candidate will need the following as a foundation for success in this role:Minimum of 6 years of demonstrated office, executive and project administration experienceHigh School degree, plus additional training; or education in areas of specialization equivalent to an associate degreeDemonstrated experience providing direct administrative and operational support to C-suite executives, senior leaders, or executive leadership teamsExperience supporting budgets, expense tracking, financial reporting, or similar business administration activitiesExperience coordinating office operations, including office or workspace allocation, supply management, and other day-to-day administrative needsAbility to effectively interact and communicate with executives, senior leaders, employees, vendors, and other internal and external stakeholders at all levels of an organizationProven attention to detail and the ability to prioritize work, remain organized, and successfully manage multiple competing priorities and deadlinesStrong analytical, organizational, multi-tasking, written, and verbal communication skillsAbility to organize, maintain, and interpret business information and translate data into accurate spreadsheets, reports, presentations, and other executive-level materialsExperience proactively supporting teammates, anticipating needs, identifying solutions, and contributing to team efforts beyond assigned duties when necessaryAbility to handle confidential information with discretion and sound judgementProficiency in MS Office Suite including Outlook, Word, Excel and PowerPoint.Strong proficiency in Microsoft Excel, including experience creating, maintaining, and managing spreadsheets used to organize, track, and report business, financial, or operational informationExperience with Adobe Acrobat, SharePoint and AI (Chat GPT, Copilot, others)Ability to learn new software programs relevant to office and project administrationStrong problem-solving skills and ability to work independentlyProfessional demeanor and reliabilityPhysical & Environmental RequirementsProlonged sitting up to 70% of the timeRepetitive hand motions (typing, tool use, etc.)Viewing a computer screen for extended periodsWriting reports, proposals, or technical documentationCommunication effectively with clients, team members, and stakeholdersManaging competing deadlines and shifting prioritiesDriving a company or personal vehicleWork Environment RequirementsOffice work environmentThis description is not a comprehensive listing of activities, duties or responsibilities that may be required of the employee. Other duties, responsibilities and activities may be assigned or may be changed at any time with or without notice.Work Schedule : Monday - Friday, 40 hours per week, core office hours.Office Type: In-office full-time preferred, hybrid schedule available (3 days in office, 2 days' work from home). There will be a 90-day training period of 5 days per week in-office before hybrid schedule.Travel: No overnight travel expectedA favorable pre-hire drug test is required.All positions are subject to a pre-hire education and driving record verification.This specific role supports U.S. Federal government contracts which require employees engaged on these contracts to be U.S. citizens.MORE ABOUT HGL AND THE OPPORTUNITYAt HGL, we share a drive and vision to restore natural resources and provide ongoing stewardship of our environment to benefit present and future generations. We believe that we can make a difference in improving the world we live in through collaboration, teamwork, and a positive work environment. This unites and empowers us to strive for excellence in all our endeavors.HGL - WHO WE AREThe exceptional quality of our people is key to our strength. We value our employees as individuals and as important members of our team. We offer a work environment that is flexible, inclusive, and dedicated to creating a sustainable future. By cultivating a culture of innovation, we're able to adapt and augment our services to solve complex environmental and natural resources challenges.Projects at HGL primarily span the United States and its territories, tackling problems associated with emerging contaminants (like PFAS), radiological contamination, and military munitions, along with chemical contamination in groundwater, surface water, sediments, and soil.With over 550 employees, HGL is large enough to execute high-profile projects, but small enough to develop personal working environments with our talented team members. By joining HGL, you will be working toward restoring the environment and protecting our future.HGL - WE INVEST IN YOUIt's not just a job, it's your career. HGL provides career growth opportunities via mentoring, training, education, and support for your certifications and licenses. Achieve your career goals and help HGL achieve its mission of restoring the environment to beneficial use for our clients and communities.We are an Equal Opportunity employer. All applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, protected veteran status, or other protected category. Some positions may require U.S. citizenship. Applicants who wish to request a reasonable accommodation during the recruitment process should contact Human Resources directly at .