Executive Admin/Office Manager Reston, Virginia

Reston, VA, United States

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 an experienced Executive Administrator/Office Manager to support our Reston corporate office and 2-3 members of our executive team including the CEO. This position requires great organizational skills, superior attention to detail, solid communication skills and the ability to accomplish multiple critical requests from multiple stakeholders under deadlines. The ideal candidate is highly self-motivated, has solid problem-solving skills, possesses an unquestionable level of integrity in handling information, and displays the utmost professionalism when dealing with senior leaders/org team members inside and outside the company.

Location: Reston corporate Office (in office 5 days per week)

Responsibilities:

Admin Assistant

• Provide administrative support to the executive team (C-Suite); provide light support to broader management team members.

• 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 in the Hitachi Vantara organization 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

• Greet guests, answer the doorbell, ensure they are welcomed and set up in their appropriate location and their internal stakeholder is alerted, ensure all guests sign into the Kiosk confirming identification and citizenship.

• Accept deliveries and distribute mail and packages accordingly.

• Maintain accurate and real time org chart.

• As needed work with property management on all maintenance requests and follow up.

• Reconcile and submit all corporate expenses for facilities associated with the p-card (corporate card)

• Coordinate monthly birthday and anniversary celebrations in Reston.

• Coordinate all employee packages (birthday/anniversary/swag)

• Maintain office Wi-Fi signs located in common areas and conference rooms.

• Maintain corporate office kitchen supplies (snacks, drinks, general supplies)

• Ensure org calendars are up to date (birthday, time off, events)

• Maintain office parking system (employee car info, passes, interviews etc.)

• Coordinate office document destruction (shredding bin, pick up, etc.)

• Manage relationships with vendors and contractors for facility-related services.

• Maintain/setup SharePoint pages for various HVF groups (DEI/Community/Women ERG)

• Assist with catering needs for the corporate location (orders, delivery, setup)

• Coordinate all visitor authorizations for executive team and conference room management.

• Coordinate requests and events with property management.

• Partner as backup for ticket holder and sender for all internal events

• Coordinate office layouts, moves, and relocations to optimize space utilization and efficiency.

• Maintain accurate records of office space allocation and utilization.

• Collaborate with department heads and stakeholders to identify space needs and plan for future expansion or reconfiguration.

Qualifications

• Bachelor's degree in facilities management, business administration, or a related field (or equivalent experience).

• Proven experience in admin/facility management or a related field, with demonstrated leadership and organizational skills.

• Knowledge of building systems, codes, and regulations.

• Strong problem-solving abilities and attention to detail.

• Excellent communication and interpersonal skills.

• Proficiency in computer applications, including Microsoft Office suite.

• Ability to prioritize tasks and manage multiple projects simultaneously.

• Work under minimal supervision on complex projects.

• Strong interpersonal skills and ability to excel in a team-oriented atmosphere.

• Strong written/verbal communications skills

• Must want a career-oriented environment that is both fun and professional.

• Strong customer service orientation and ability to develop and maintain relationships.

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!

Our commitment to diversity, inclusion and equality.

Hitachi Vantara Federal is committed to building a strong, inclusive culture that embraces diversity in our business. We will foster a sense of belonging by:

• Recruiting, retaining, developing, and mentoring a diverse workforce at all levels of the organization.

• Listening and providing opportunities for feedback to create an environment that values employees' perspectives and unique experiences.

• Striving to hold ourselves accountable as an organization, as individuals, and as leaders to learn, grow and continue to evolve our DEI strategy.

We are an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

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

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