Executive Assistant

Company : Knz Solutions

Job Type : Full Time

Mclean, Va (Dc Metro Area)

Number of Applicants

000+

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Job Description - Executive Assistant

Job Title: Executive Assistant
Location: McLean, VA (Onsite)
Working Hours: 8 AM – 5 PM

Job Summary
This role is responsible for independently managing front desk operations, providing high-level executive support, and executing U.S. HR administrative processes, including payroll preparation and benefits coordination. The role requires a high level of ownership, discretion, accuracy, and the ability to follow established processes with minimal supervision.

Key Responsibilities
Office Manager

Serve as the primary point of contact for all visitors and office-related inquiries
Manage calls, emails, and front desk operations without supervision
Monitor and manage the company’s general mailbox, ensuring timely responses and proper routing of emails
Maintain office supplies, meeting rooms, and day-to-day office organization
Handle administrative requests independently and ensure timely completion

Executive Support

Manage complex calendars for senior executives, including scheduling meetings, resolving conflicts, and prioritizing appointments
Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and itineraries
Prepare and process expense reports on behalf of executives in a timely and accurate manner
Draft, proofread, and format executive correspondence, presentations, and reports
Act as a liaison between executives and internal/external stakeholders, ensuring clear and professional communication
Handle confidential information with the utmost discretion and professionalism
Anticipate executive needs and proactively manage priorities to support effective time management
Coordinate logistics for leadership meetings, including agendas, materials, and follow-up action items

Payroll Administration

Responsible for preparing accurate payroll inputs via Paylocity
Track and validate employee hours, PTO, and payroll changes (new hires, terminations, adjustments)
Ensure all payroll data is complete, accurate, and submitted within deadlines
Follow payroll checklists and processes without dependency on HR
Coordinate directly with management for approvals when required

Benefits Administration (Direct Ownership with TPA)

Act as the primary point of contact with Third-Party Administrators (TPAs)
Manage benefits enrollment, changes, and employee inquiries independently
Maintain accurate and up-to-date benefits records
Execute open enrollment processes based on predefined guidelines
Resolve routine benefits issues without escalation

Employee Lifecycle Administration

Execute onboarding and offboarding processes end-to-end using established templates and checklists
Ensure all documentation is completed, filed, and tracked accurately
Coordinate system access and required documentation without delays
Maintain organized and audit-ready employee records

HR Systems, Compliance & Data Accuracy

Maintain 100% accuracy of employee data in systems and trackers
Update all changes (compensation, title, status) in a timely manner
Generate basic reports when required using existing templates
Collaborate with 3^rd party firm to ensure adherence to applicable states-level employment regulations by following established compliance processes and checklists
Flag any potential compliance risks or discrepancies to management when identified

Operating Approach

This role is expected to manage day-to-day responsibilities independently using established processes, templates, and checklists
Routine payroll, benefits, and administrative tasks should be handled end-to-end within the role including collaborating with 3^rd party firms.
The role should proactively coordinate with relevant stakeholders to ensure deadlines are met
Matters requiring alignment include:
- Policy exceptions
- Compliance-related concerns
- System or process issues impacting task completion
The role is accountable for maintaining accuracy, meeting deadlines, and ensuring smooth execution of all assigned responsibilities

Qualifications

2-3 years of experience as an executive assistant, administrative, or HR support role
Prior experience supporting C-suite or senior-level executives
Basic understanding of U.S. payroll and benefits processes
Strong attention to detail, accountability, and discretion
Ability to follow structured processes independently and manage competing priorities

Key Competencies

Discretion and confidentiality
Strong organizational and time management skills
Professional communication and stakeholder management
Proactive problem-solving and anticipation of executive needs

Benefits

Medical, dental, and vision insurance coverage.
Employer-paid short-term disability, long-term disability, and life insurance.
Paid time off with vacation (up to 10 days per year).
Paid sick leave (up to 5 days per year).
401(k) retirement savings plan.
Tuition reimbursement or assistance toward continuing education.
Paid attendance at approved workshops and conferences.
Full access to LinkedIn Learning.
Employee Assistance Program (EAP).

Perks (HQ Location)

Complimentary daily office snacks and beverages.
Professional development and ongoing learning opportunities.
Employee recognition programs.
Company-sponsored social events and team-building activities.
Collaborative, team-oriented work environment.
Opportunities to work on high-impact projects with experienced professionals.

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Executive Assistant

Job Description - Executive Assistant

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