Executive Assistant

Title: Executive AssistantLocation: Vienna, VADuration: 6+ Month ContractCompensation: $25 - $32.50/HRWork Requirements: US Citizen, GC Holders or Authorized to Work in the U.S. Skillset / Experience:We are seeking a highly experienced, polished, and proactive Executive Assistant to provide dedicated support to the Chief Procurement Officer. This six-month contractor role requires an individual who can operate with a high degree of professionalism, discretion, urgency, and independent judgment in a fast-paced executive environment. The ideal candidate will have extensive experience supporting senior executives, preferably in a large, complex, highly matrixed organization. This individual must be highly organized, detail-oriented, resourceful, and comfortable managing competing priorities while maintaining strong follow-through and confidentiality. This role is best suited for someone who understands executive-level support is not only administrative, but also operationally critical. The Executive Assistant will help ensure the Chief Procurement Officer is prepared, organized, and able to focus on strategic priorities by managing calendars, communications, meeting logistics, travel, expenses, materials, and day-to-day coordination across internal and external stakeholders. Key Responsibilities: Executive Calendar and Time ManagementManage a complex and dynamic executive calendar, ensuring the Chief Procurement Officer's time is prioritized effectively and aligned to business needsAnticipate scheduling conflicts, resolve issues proactively, and ensure the executive is prepared for upcoming meetings, events, and deliverablesCoordinate meetings across senior leaders, internal teams, external partners, vendors, and other stakeholdersApply sound judgment when prioritizing requests, escalating urgent matters, and protecting time for high-priority work Meeting Coordination and PreparationPlan and coordinate executive meetings, leadership discussions, vendor meetings, and cross-functional working sessionsPrepare agendas, organize materials, capture notes or action items when needed, and ensure follow-up items are tracked to completionPartner with internal teams to gather and organize materials for meetings, presentations, briefings, and executive updatesEnsure the Chief Procurement Officer has the right information, context, and materials in advance of key meetings Communication and Stakeholder SupportServe as a professional and trusted point of contact for internal and external stakeholdersDraft, review, proofread, and format correspondence, meeting materials, and other executive communications as neededHandle sensitive information with the highest level of confidentiality and discretionRepresent Procurement & Vendor Management with professionalism, responsiveness, and sound judgment Travel, Expense, and Administrative SupportCoordinate domestic travel arrangements, including flights, lodging, transportation, itineraries, and meeting logisticsPrepare and submit expense reports accurately and in a timely mannerSupport administrative processes, including purchase requests, invoices, vendor coordination, onboarding logistics, and other operational needs as requiredMaintain organized records, files, contact lists, distribution lists, and relevant documentation Operational and Project CoordinationSupport the Chief Procurement Officer by tracking priorities, deadlines, action items, and follow-ups across key workstreamsAssist with coordination of procurement-related meetings, leadership routines, vendor engagements, and internal business reviewsHelp organize information and maintain visibility into commitments, decisions, and pending itemsIdentify opportunities to improve administrative processes, increase efficiency, and create smoother day-to-day operations for the executive Required QualificationsMinimum of 7-10 years of experience providing executive-level administrative support, preferably to a senior executive, C-suite leader, or equivalentDemonstrated experience managing complex calendars, competing priorities, confidential information, and senior-level stakeholder interactionsStrong proficiency with Microsoft Office applications, including Outlook, Teams, Word, Excel, and PowerPointExcellent written and verbal communication skills, with strong attention to detail and professional polishAbility to work independently, anticipate needs, solve problems, and make sound decisions with limited directionStrong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneouslyHigh degree of discretion, integrity, and professionalism when handling sensitive or confidential mattersExperience supporting executives in a large corporate, financial services, procurement, supply chain, vendor management, or similarly complex environment preferred Preferred QualificationsPrior experience supporting a Chief Procurement Officer, Chief Supply Chain Officer, Chief Operating Officer, or other senior operations-focused executiveExperience working with procurement, vendor management, sourcing, contracts, or third-party risk teamsFamiliarity with tools such as Concur, ServiceNow, SharePoint, SAP, Oracle, or similar enterprise systemsExperience coordinating executive meetings with external vendors, consultants, legal partners, or senior business leadersAbility to quickly learn organizational norms, stakeholder relationships, and executive preferences Key Competencies:The successful candidate will demonstrate:Strong executive presence and professionalismHigh attention to detailExceptional organization and follow-throughAbility to anticipate needs before being askedSound judgment and discretionClear, concise communicationComfort operating in ambiguityResponsiveness and reliabilityAbility to build trust quickly with executives and stakeholdersA service-oriented mindset with the confidence to manage up appropriately Success in This Role Looks LikeThe Chief Procurement Officer's calendar, meetings, travel, and day-to-day priorities are managed smoothly and proactivelyThe executive is consistently prepared for meetings and key deliverablesStakeholders experience timely, professional, and clear coordinationAdministrative processes are handled accurately and with minimal follow-up requiredConfidential information is managed appropriately and discreetlyThe contractor quickly becomes a trusted, reliable extension of the Chief Procurement Officer's office during the six-month assignment About INSPYR SolutionsTechnology is our focus and quality is our commitment. As a national expert in delivering flexible technology and talent solutions, we strategically align industry and technical expertise with our clients' business objectives and cultural needs. Our solutions are tailored to each client and include a wide variety of professional services, project, and talent solutions. By always striving for excellence and focusing on the human aspect of our business, we work seamlessly with our talent and clients to match the right solutions to the right opportunities. Learn more about us at inspyrsolutions.com.INSPYR Solutions provides Equal Employment Opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, INSPYR Solutions complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.Information collected and processed through your application with INSPYR Solutions (including any job applications you choose to submit) is subject to INSPYR Solutions’ Privacy Policy and INSPYR Solutions’ AI and Automated Employment Decision Tool Policy: https://www.inspyrsolutions.com/policies/. By submitting an application, you are consenting to being contacted by INSPYR Solutions through phone, email, or text.