Executive Assistant

We're looking for an experienced Executive Assistant to provide comprehensive support to the Chief Executive Officer (CEO) of Coforma. This role will maximize time, productivity, and impact by helping the Executive Office with administrative, logistical, and project-related support.

The person hired for this position is expected to work on-site at our headquarters in North Bethesda, MD five (5) days a week. Applicants must currently reside within a reasonable commuting distance of our headquarters (no more than 30 minutes away) to be considered for this position.

Reporting to our Chief of Staff (CoS), the Executive Assistant (EA) provides executive support to the CEO and manages logistics across a dynamic, largely remote environment. The ideal candidate must be creative, solutions-oriented, able to multitask effectively, have high business acumen, and thrive in helping others succeed in a small, entrepreneurial environment that is mission-driven.

If you’re a strong communicator, highly organized and flexible, and possess the ability to work independently on projects from conception to completion while handling a shifting set of priorities with a high degree of discretion, we would love for you to apply.

$81,600 to $89,250 Annual Salary + Benefits + Growth Potential

Placement within this range will be based on the competency level of the candidate. An offer will be made at one of the following tiers:

• Tier 1 - $81,600.00: Meets stated qualification and experience requirements. May need guidance and training beyond onboarding to perform the more complex functions of the role.
• Tier 2 - 89,250.00: Experienced and fully competent. Will be able to independently perform key responsibilities of the role once onboarding is completed.

To honor our company-wide equitable pay system, the posted salary range and corresponding tier salaries are non-negotiable.

• A minimum of 4 years of executive assistant experience supporting C-Level executives, preferably in a startup or federal government contracting organization
• Able to pass a background check and sign a non-disclosure agreement (NDA) related to handling and accessing proprietary business information
• Currently reside within a reasonable commuting distance (no more than 30 minutes away) from our North Bethesda headquarters and able to work on-site five (5) days a week
• Knowledge, experience, and working comfort with Google Suite, Slack, Zoom, Jira, and Confluence and a willingness to learn new tools and platforms as requested
• Self-directed and proactive, requiring minimal supervision
• Able to successfully balance multiple tasks and schedules while maintaining strong attention to detail
• Flexible with excellent time management skills and proven experience effectively prioritizing workload to meet deadlines
• Demonstrably strong communication skills (written, verbal, and/or with the use of assistive technology)
• A thoughtful documenter that captures and communicates important details for others to follow
• Able to travel and support the team at off-site events as needed

The key responsibilities for this role are segmented into the following areas:

Executive Support:

• Calendar Management and Correspondence: Manage high-volume scheduling and prioritize email for the CEO.
• Physical Mail: Scan and prioritize physical mail distribution for the leadership team, department heads, and those who need to be made aware.
• Travel & Logistics: Arrange all travel, accommodations, and detailed itineraries for the CEO.
• Briefings: Ensure the CEO is prepared for all daily commitments and follow-ups.

Office & Facilities Management:

• On-Site Operations: Act as the primary point of contact for the North Bethesda office and manage deliveries, keycards and office access for meetings, visitor trips, etc.
• Vendor and Supply Management: Proactively stock the kitchen and office supplies and manage relationships with security, cleaning, and maintenance crews.
• Swag and Culture: Lead the sourcing, ordering, distribution, and storage of company swag and welcome kits for new hires.
• Meeting Coordination: Organize on-site logistics including catering and tech setup for in-office meetings.

In Your First 30 Days, You Will:

• Complete new hire orientation and onboarding and confirm proper access to internal and external systems, Gmail inboxes and Google Drive folders, etc.
• Train on internal tools such as Slack, Lattice, Jira, Confluence, Google Docs and Sheets, and Unanet.
• Meet key stakeholders and external vendors, complete a full inventory of the North Bethesda office, and become the point person for managing all deliveries and visitors.
• Conduct a calendar audit of the CEO’s calendar and master the CEO’s internal communication style and current scheduling preferences; identify recurring conflicts, manage “buffer time” requirements, and manage 100% of travel and domestic itineraries with minimal oversight.

After 60 Days:

• Document your process for completing work against established guidelines and track the time spent on specific tasks to establish Service Level Agreements (SLAs) for responding to certain requests.
• Begin a triage of the CEO’s inbox, independently drafting responses, flagging high-priority items, and preparing daily briefing packets in partnership with the CoS.
• Create the first draft of an Executive Playbook that documents the CEO’s specific travel, dining, and workflow preferences.
• Establish a predictable rhythm for supply purchases, swag fulfillment, and kitchen maintenance and assess vendor relationships as needed.

After 90 Days:

• Move from reactive to proactive by identifying upcoming scheduling crunches or conflicts weeks in advance and proposing solutions before the CEO asks.
• Independently manage small-scale executive projects and research tasks.
• Fully own the North Bethesda office environment, ensuring the space is client- and visitor-ready at all times without reminders.