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Defcon AI
11 – 50 Employees
Artificial IntelligenceLogisticsTransport
Defcon AI develops AI-driven software for logistics, transportation, and supply chain operations. Its technology combines software modeling and intelligent agents to help organizations plan and respond to disruptions caused by natural disasters, unexpected events, and contested conditions. Working at the intersection of artificial intelligence, mobility, and logistics, the company collaborates with partners to deliver data-driven tools designed to improve operational resilience, decision-making, and response efficiency.
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Executive Administrator and Office Manager – McLean Hybrid

Support DEFCON AI’s executive leadership with complex calendar management, expense coordination, and travel planning. Oversee daily operations for the company’s McLean office.

USUnited StatesVAVirginia
$75,000 – $110,000 / year
HybridFull-timeMiddleSeniorEnglish RequiredAdministrative Assistant
ERP

Description

  • Support DEFCON AI’s executive leadership team
  • Manage complex calendars for multiple executives and coordinate meetings with internal and external stakeholders
  • Prioritize scheduling requests and resolve competing calendar demands
  • Arrange leadership meetings, offsites, and executive travel
  • Develop meeting materials, agendas, and related documentation
  • Monitor follow-up actions and organize important commitments
  • Act as a trusted executive contact while protecting sensitive information with discretion
  • Manage expense reports and reconciliations using Concur and DEFCON AI’s Unanet ERP platform
  • Review expense submissions for accuracy, completeness, and policy adherence
  • Work with Finance to resolve discrepancies and support prompt processing
  • Maintain organized records of expenses, receipts, and supporting documents
  • Assist with purchasing, invoice processing, and vendor coordination
  • Oversee day-to-day operations for the McLean office as its primary contact
  • Coordinate mail, deliveries, supplies, equipment, and vendor services
  • Help manage office access, badge or card requests, and workspace requirements
  • Coordinate office logistics for employee onboarding and offboarding
  • Organize onsite meetings, team gatherings, and company events

Requirements

  • At least five years of experience in executive administration, office management, or a related professional administrative role
  • Proven experience supporting senior executives and coordinating complex calendars
  • Background in expense processing, reimbursements, and administrative recordkeeping
  • Highly organized, detail-oriented, and consistent in follow-through
  • Able to balance competing priorities and adjust effectively in a fast-paced setting
  • Excellent written and spoken communication skills
  • Strong interpersonal and service skills, with the ability to collaborate across the organization
  • Professional judgment and discretion when working with confidential information
  • Proficient with Slack and Microsoft Office 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint
  • Able to anticipate needs, take initiative, and work independently with limited supervision
  • Based in the Washington, DC metropolitan area and available to work onsite at the McLean/Tysons Corner office three days each week
  • Experience with Concur or a comparable expense-management system is preferred
  • Experience supporting executive leadership in a technology, government contracting, or startup setting is preferred
  • Experience coordinating business travel, meetings, and company events is preferred
  • Bachelor’s degree plus at least two years of administrative professional and/or event-planning experience is preferred

Benefits

  • Competitive salary
  • Bonus and equity package
  • Comprehensive medical, dental, and vision coverage fully paid by the employer for you and your family
  • Unlimited paid time off subject to manager approval
  • Flexible work environment with autonomy over your workday
  • Fourteen weeks of fully paid parental leave

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