New

Executive Administrator/Office Manager

Hitachi - Vantara
United States, Virginia, Reston
11950 Democracy Drive (Show on map)
Jan 17, 2025
Location: Reston, Virgina Function: FedCorp Requisition ID: 1032001 Our Company Hitachi Vantara Federal is the trusted leader in mission-centric data solutions for the Federal government. We're a collaborative, full-service company with longstanding OT/IT roots. We empower data-driven insight with a deep bench of integrated partners - advancing Federal customer missions regardless of their data maturity levels. Hitachi Vantara Federal is a FOCI-mitigated subsidiary of Hitachi Vantara. Visit us at hitachivantarafederal.com. The Role Hitachi Vantara Federal is seeking a highly skilled Executive Administrator/Office Manager to enhance the efficiency and effectiveness of our Reston corporate office operations while directly supporting 2-3 members of our executive team, including the CEO. This critical role demands exceptional organizational skills, meticulous attention to detail, and strong communication abilities to manage multiple priorities and time-sensitive requests. Success in this role requires a proactive mindset, the ability to navigate complex challenges, and a commitment to delivering high-quality results under deadlines. The ideal candidate will excel at: * Maintaining operational excellence by streamlining administrative processes and ensuring smooth office functionality. * Supporting senior leaders with professionalism, discretion, and a focus on outcomes that align with business priorities. * Solving problems with a resourceful and self-motivated approach while handling sensitive information with the highest level of integrity. This position offers an opportunity to directly impact organizational success while collaborating with key stakeholders at all levels, both within and outside the company. Executive Support Provide administrative support to the executive team (C-Suite); provide light support to broader management team members. * Communicates directly, and on behalf of the President and CEO, with Board members, other Hitachi members, staff, and others, on matters related to CEO's programmatic initiatives. * Coordinate and support key meetings planning events such as board meetings, strategic offsites, team-building events and town halls. * Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated. * Provides a bridge for smooth communication between the President's office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff. * Manage org calendar and key scheduling requirements, including events, travel itineraries and expense report entries for the executive team. * Schedule meetings, travel and events with the executive team as needed. * Drive key org activities such as monthly town halls, planning sessions, training events, and team functions. The EA candidate will be responsible for maintaining the "master calendar" for approval and then driving the executive team to adhere to the calendar. * Assist team in preparing presentations, including collecting, and analyzing information for reports and soliciting content from key stakeholders. * Build rapport and relationships with other EA's across the Hitachi companies to help facilitate expedited communications across the broader organization. * Recommend, design, and develop in office and org events targeted at employee engagement and culture; candidate will be responsible for eventually leading the execution of these events. * Coordinate and manage special projects as assigned by the executive team. * Work closely with the executive team to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Facility Coordination Guest Services: * Greet guests and ensure they are welcomed, signed into the kiosk (confirming identification and citizenship), and promptly set up in their appropriate location. Notify their internal stakeholder to ensure a seamless visitor experience. * Manage visitor authorizations for the executive team and oversee conference room scheduling to optimize visitor logistics. Office Operations: * Accept deliveries and distribute mail and packages efficiently to minimize delays and ensure proper tracking. * Maintain accurate, real-time organizational charts to support operational transparency and informed decision-making. * Collaborate with property management to address and resolve maintenance requests promptly, ensuring a safe and functional office environment. * Oversee the corporate office kitchen, ensuring consistent availability of snacks, drinks, and general supplies to support employee satisfaction. * Keep org calendars (e.g., birthdays, time off, events) current and accessible to enhance team cohesion and communication. * Coordinate office layouts, moves, and relocations to optimize space utilization and improve workflow efficiency. Vendor and System Management: * Manage relationships with vendors and contractors, ensuring high-quality service delivery for facility-related needs, such as cleaning, maintenance, and security. * Oversee the office parking system, including employee car information, passes, and interview visitor parking, to streamline access and allocation. * Coordinate office document destruction through secure shredding services, maintaining compliance with confidentiality protocols. * Ensure the office Wi-Fi signage in common areas and conference rooms is up to date for easy employee and guest access. * Reconcile and submit all facility-related corporate expenses to maintain accurate financial records. Event Support: * Assist with catering needs for the corporate location, ensuring timely delivery and appropriate setup for events. * Partner as backup ticket holder and sender for all internal events to maintain seamless coordination. Human Resources Recruitment and Onboarding: * Coordinate candidate interviews for managers and leaders to ensure a positive candidate experience and alignment with hiring timelines. * Oversee new hire onboarding logistics, serving as the initial point of contact for questions and ensuring smooth transitions for new employees. Employee Engagement: * Create and distribute the Community Connection newsletter to enhance communication and foster a sense of community among employees. * Plan and execute monthly birthday and anniversary celebrations to recognize and appreciate employees, contributing to a positive work culture. * Coordinate holiday and social events at the Reston office to promote team bonding and engagement. * Organize community service opportunities aligned with the company's service pillars: women, children, and veterans, to foster corporate social responsibility. Meeting Support: * Develop agendas and participate in Women's Employee Resource Group meetings to advance diversity, equity, and inclusion initiatives. * Manage content and coordinate logistics for Town Hall events to ensure alignment with organizational goals and effective communication. Administrative Excellence: * Maintain and continuously update SharePoint pages for various HVF groups (DEI, Community, Women ERG) to ensure employees have access to relevant, up-to-date information. * Coordinate employee packages (e.g., birthday/anniversary/swag) to maintain a consistent and thoughtful recognition program. What you'll bring * Bachelor's degree in facilities management, business administration, or a related field (or equivalent professional experience). * Exceptional organizational skills with the ability to seamlessly manage and prioritize multiple tasks while maintaining attention to detail. * Proven interpersonal skills, fostering strong relationships with stakeholders, including staff, board members, and external partners. * Expertise in written and verbal communication, ensuring clarity and impact in all interactions. * Demonstrated ability to proactively solve problems and make sound decisions under minimal supervision. * High emotional intelligence and maturity, contributing to effective team dynamics and leadership. * Track record of maintaining confidentiality with discretion and managing competing priorities in a fast-paced environment. * Solid experience in administrative or facilities management roles with demonstrated leadership and operational efficiency. * Knowledgeable in building systems, compliance with codes, and regulatory standards. * Detail-oriented problem solver with the ability to manage and execute complex projects. * Proficiency in Microsoft Office Suite and other relevant computer applications. * Strong ability to prioritize tasks and manage multiple, overlapping projects effectively. * Commitment to fostering a career-oriented, professional, and collaborative environment that balances productivity with enjoyment. * Exceptional customer service mindset, with a proven ability to build and maintain positive relationships internally and externally. Great careers start with growth and innovation and here at HV Federal, our mission is to deliver insights that power smarter businesses and inspire social innovation solutions for a healthier, safer future. The key to our innovation is our people -- our culture values (Trust, Agility, Excellence) respect, diversity, and collaboration. Join our Hitachi family and together, let's lead the way to extraordinary! Championing diversity, equity, and inclusion Diversity, equity, and inclusion (DEI) are integral to our culture and identity. Diverse thinking, a commitment to allyship, and a culture of empowerment help us achieve powerful results. We want you to be you, with all the ideas, lived experience, and fresh perspective that brings. We support your uniqueness and encourage people from all backgrounds to apply and realize their full potential as part of our team. How we look after you We help take care of your today and tomorrow with industry-leading benefits, support, and services that look after your holistic health and wellbeing. We're also champions of life balance and offer flexible arrangements that work for you (role and location dependent). We're always looking for new ways of working that bring out our best, which leads to unexpected ideas. So here, you'll experience a sense of belonging, and discover autonomy, freedom, and ownership as you work alongside talented people you enjoy sharing knowledge with. We're proud to say we're an equal opportunity employer and welcome all applicants for employment without attention to race, colour, religion, sex, sexual orientation, gender identity, national origin, veteran, age, disability status or any other protected characteristic. Should you need reasonable accommodations during the recruitment process, please let us know so that we can do our best to set you up for success.