Administrative Assistant - US - Mclean, VA

BackOffice Associates, LLC is a worldwide leader in information governance and data migration solutions, focusing on helping customers manage one of their most critical assets – data. Our company’s range of products, built on a revolutionary platform, address the needs of business users seeking to unlock the value of their data assets. BackOffice Associates’ products and services enable organizations to accelerate growth, gain actionable visibility and reduce risks. Founded in 1996, BackOffice Associates has an unparalleled record of success in the most complex data environments across a variety of industries. Customers include many Fortune 1000 companies including Eli Lilly, Kraft and Dow Chemical. BackOffice Associates is a global corporation headquartered in Massachusetts with additional offices in the U.S., Australia, Europe and Asia. We are looking for energetic, self-directed, committed and goal- oriented individuals with the desire to join a world-class organization.


Position Summary

The Administrative Assistant for the HQ Office is responsible for overall front office activities including the reception area, supplies areas, mail, purchasing requests, budgets and the coordination of facilities maintenance. The Administrative Assistant is also responsible for directing and coordinating office services and related activities with the goal of maximizing the utilization of services and equipment. This position is located in the Executive office and will include providing support to executives as needed.


Primary Responsibilities:

  • Act as gatekeeper and manager of a complex and often-changing calendars
  • Maintain a professional corporate image
  • Maintain the reception area including but not limited to greeting guests, answering phones, pick up mail daily and distribute accordingly
  • Plan and coordinate external and internal meetings including customer meetings, employee meetings and offsites
  • End to end travel coordination with our Corporate Travel department
  • Receive and direct external visitors
  • Compile receipts to file expense reports and track reimbursement status
  • Create document drafts, provide proofreading and editing for various forms of office communication
  • Assist in document management, compilation, distribution and storage
  • Attend meetings taking notes as needed and follow-up on outstanding agenda items
  • Available and responsive to the global nature of the business
  • Coordination of interoffice and external mailings, including high priority and company confidential materials
  • Assemble and track vendor invoices for all office functions and submit to A/P for processing
  • Understand and apply company policies and procedures related to the job function
  • Communicate with outside vendors that maintain the office facilities and communicate related service schedules
  • Obtain best pricing when purchasing office supplies and office equipment for the office in accordance with company purchasing policies and budgetary guidelines
  • Schedule the maintenance of office equipment including all leased equipment
  • Coordinate office lunches as needed
  • Maintain the calendar for conference room usage, ensuring prioritization when there are overlapping requests
  • Assist in coordinating office events or events executives are planning to attend/host
  • Maintain key access cards to the suite as well as the paid parking passes
  • Create and maintain a procedural manual for this position
  • Take on special projects as requested



  • Associate’s Degree in Business Administration or related field, 10+ years’ experience acceptable in lieu of degree
  • 5+ years of progressive experience in administrative assistance roles
  • Advanced knowledge of Microsoft Office (Outlook, Word, Excel and PowerPoint)
  • Experience using WebEx, Skype, Google Hangouts or other video/audio communication platforms
  • Excellent communication skills, both written and verbal
  • Good planning and organizational skills
  • Superior attention to detail and follow through on tasks
  • A natural problem solver with a genuine interest to learn by helping
  • Strong work ethic, self-motivated and a passion for a high performing team
  • Exceptional relationship building skills, the ability to exercise good judgment in a variety of situations
  • Excellent interpersonal skills, ability to handle different “customer” personalities
  • Adaptability to different working styles
  • Ability to prioritize and anticipate needs
  • Ability to maintain confidentiality of highly sensitive information
  • Ability to think on your feet and respond rapidly to changing work environments as well as changing conditions
  • Ability to lift approximately 15 -20 lbs


BackOffice Associates, LLC offers a generous benefits package that includes medical, 401k, long term disability, life insurance and a paid time off program.




 If you are interested in this or any one of the exciting career opportunities at BackOffice Associates®, please go to and view our Careers section, where you should complete the on-line application process.

BackOffice Associates, LLC is an Equal Opportunity Employer