Job Description
Position Overview
J.A. Green & Company is a leading Washington, D.C.-based government affairs and defense business development firm representing more than 80 clients across the U.S. defense industrial base. Our team includes the firm's President, a Vice President of Operations, former senior military leaders, experienced professional lobbyists, and a policy team. Recognized as a top lobbying firm by Bloomberg Government, The Hill, and the National Institute for Lobbying & Ethics, we operate at the intersection of national security, defense policy, and federal business development.
We are seeking a highly organized and proactive Executive Assistant to support firm leadership while helping manage day-to-day office operations and administrative systems. This role combines traditional executive support — including extensive calendar and scheduling management — with operational coordination responsibilities. The Executive Assistant will work in direct coordination with the firm's President and Vice President of Operations, ensuring leadership's time is strategically managed, internal processes run smoothly, and staff have the tools and resources needed to operate efficiently.
Given the sensitive and confidential nature of our client work, candidates must demonstrate exceptional discretion and professional judgment. The ideal candidate is detail-oriented, resourceful, and comfortable balancing executive scheduling with broader administrative and operational support in a fast-paced, high-stakes environment. This role functions as an extension of firm leadership and requires sound judgment, professionalism, and the ability to operate independently.
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Key Responsibilities
Executive Support & Calendar Management
- Manage complex calendars for senior leadership, and the firm’s president, including scheduling internal and external meetings, prioritizing requests, and resolving conflicts.
- Serve as the primary gatekeeper for leadership calendars, exercising independent judgment to prioritize requests based on firm priorities, client needs, and legislative or policy timelines.
- Anticipate leadership needs by monitoring upcoming deadlines, commitments, and priorities, and proactively flagging conflicts or gaps.
- Coordinate recurring calls, firm-wide syncs, leadership meetings, incoming client communications and coordinate scheduling with clients on behalf of leadership
- Proactively manage shifting priorities and adjust schedules accordingly.
- Prepare meeting materials and ensure leadership has all necessary documents, agendas, and background information in advance.
- Coordinate travel arrangements and related itineraries as needed.
- Assist with administrative tasks including document preparation, filing, data entry, correspondence, and follow-up communications.
- Review, submit, and assist with reconciliation of expense reports.
- Serve as a liaison between internal staff to facilitate communication and ensure timely follow-through on action items for leadership.
Office & Operational Support
- Coordinate and manage employee onboarding and offboarding logistics, including IT access, systems setup, and workspace readiness.
- Maintain visibility into staff schedules including PTO, telework, and travel to ensure operational continuity across the team.
- Support maintenance and organization of internal request and approval workflows.
- Coordinate office supply ordering, inventory management, and vendor communication.
- Assist with building maintenance coordination and serve as a point of contact for office-related needs.
- Manage incoming and outgoing mail distribution.
- Serve as the first point of contact for internal administrative and operational questions, resolving issues independently when appropriate and escalating strategically.
Systems & Platform Support
- Assist in maintaining internal systems, including access control and collaboration platforms.
- Support workflow management within project management tools, including Monday.com.
- Help maintain organized digital workspaces and manage user access updates.
- Manage office equipment and coordinate with various vendor services.
- Contribute to ongoing process improvements and workflow automations.
Events & Coordination
- Assist in planning and coordinating internal meetings, client events, and firm-hosted functions.
- Support logistical needs including scheduling, materials preparation, vendor coordination, and on-site assistance.
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Qualifications
Required
- 2+ years of experience in executive support, administrative assistance, or office coordination.
- Strong experience managing executive calendars and scheduling in a fast-paced environment.
- Exceptional organizational and time-management skills.
- Excellent written and verbal communication skills.
- High attention to detail and discretion when handling sensitive and confidential information.
- Ability to manage multiple competing priorities with professionalism and composure.
Preferred
- Prior experience in a government affairs, lobbying, policy, or defense environment strongly preferred.
- Experience supporting C-suite or senior executives.
- Experience using or supporting workflows in Monday.com.
- Familiarity with collaboration tools such as Microsoft Teams.
- Experience with expense reporting platforms.
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What Makes Someone Successful Here
Our team moves fast, operates with a high degree of professionalism, and serves clients whose work directly supports U.S. national security. The right candidate thrives in an environment where priorities shift, discretion is non-negotiable, and no task is beneath them. You will interact regularly with senior government officials, defense executives, and Members of Congress and their staffs — composure, polish, and sound judgment matter as much as organizational skill.