Executive Administrator & Office Manager

About Us Red Cell Partners is an incubation firm building and investing in rapidly scalable technology-led companies that are bringing revolutionary advancements to market in three distinct practice areas: healthcare, cyber, and national security. United by a shared sense of duty and deep belief in the power of innovation, Red Cell is developing powerful tools and solutions to address our Nation’s most pressing problems. About Defcon AI RESILIENCE IN THE FACE OF DISRUPTION. Defcon AI is an insights company that leverages artificial intelligence, mathematical optimization, data analytics, and software engineering for resilient optimization of complex systems. In today’s dynamically changing world, Defcon AI’s technology aligns outcomes with operational goals, better decision making, and empowers customers to anticipate assess, and mitigate the impacts of disruptions. About the Role DEFCON AI is seeking an experienced Executive Administrator & Office Manager to support our executive leadership team and help maintain the smooth operation of our McLean, VA office. This role is ideal for a highly organized, proactive professional who enjoys balancing executive support, operational coordination, and office management responsibilities. This is a hybrid position with three days in our McLean, VA office. Key Responsibilities Executive Support (Approximately 50%) • Manage complex calendars for multiple executives, coordinating meetings across internal and external stakeholders. • Prioritize scheduling requests and resolve calendar conflicts while balancing changing business needs. • Coordinate leadership meetings, offsites, and executive travel arrangements as needed. • Prepare meeting materials, agendas, and supporting documentation. • Track follow-up actions and help ensure key commitments remain visible and organized. • Serve as a trusted point of contact for executives, exercising professionalism and discretion with sensitive information. Expense Management & Administrative Operations (Approximately 30%) • Manage expense reporting and reconciliation through Concur and DEFCON AI's ERP platform, Unanet. • Review expense submissions for accuracy, completeness, and policy compliance. • Partner with Finance to resolve discrepancies and ensure timely processing. • Maintain organized records of expenses, receipts, and supporting documentation. • Support administrative workflows related to purchasing, invoices, and vendor coordination. Office Management (Approximately 20%) • Serve as the primary point of contact for day-to-day operations of the McLean office. • Coordinate mail and package handling. • Assist employees with office access, badge/card access requests, and workspace needs. • Coordinate office supplies, equipment, and vendor services. • Support onboarding and offboarding activities related to office logistics. • Help plan and coordinate occasional onsite meetings, team gatherings, and company events. What we're looking for: • 5+ years of experience in executive administration, office management, or a related administrative support role in a professional environment • Demonstrated experience supporting senior executives and managing complex calendars. • Experience processing expenses, reimbursements, and administrative records. • Strong organizational skills with exceptional attention to detail. • Ability to manage multiple priorities and adapt in a fast-paced environment • Excellent written and verbal communication skills. • Strong interpersonal skills and customer-service orientation, with the ability to work effectively across all levels of the organization • High degree of professionalism, discretion, and judgment when handling confidential information • Proficiency with Slack and Microsoft Off