Executive Visa Processing Jobs (NOW HIRING)

One of our direct clients, an American software development company, is hiring an Executive Assistant in Arlington, VA for an onsite setting.

If you are interested, you can reach me directly at (646) 741- 8865. Please share your updated resume and suggest the best time to call you to discuss the job details at a time that works for you.

Job Title: Executive Assistant II

Job Location: Arlington, VA 22202

Job Duration: 12+ months with possible extension

Employment Type: Contract/Onsite

Pay Range: $30 - $35/hr on W2

Schedule: Mon – Fri

Job Description:

Our client is seeking a highly motivated, customer-obsessed Executive Assistant to provide dedicated support to the Vice President of Business Intelligence and Transaction Risk. This role is critical to ensuring seamless executive operations by managing complex calendars, coordinating domestic and international travel, handling expense reporting, planning events, and providing high-level administrative support. The ideal candidate thrives in a fast-paced environment, exercises sound judgment, maintains strict confidentiality, and can manage multiple competing priorities with minimal direction.

Key Responsibilities

• Provide executive-level administrative support to the Vice President and senior leadership.
• Manage complex calendars across multiple time zones using Microsoft Outlook, ensuring effective prioritization and scheduling.
• Coordinate and monitor executive meetings, agendas, action items, and follow-ups to ensure timely completion of deliverables.
• Monitor executive priorities, emails, and communications, acting as a proxy when appropriate.
• Arrange domestic and international travel, including flights, hotels, transportation, itineraries, and visa coordination.
• Prepare, submit, and reconcile executive expense reports using Concur.
• Plan and coordinate executive meetings, team events, off-sites, and business events.
• Prepare presentations, reports, meeting materials, and executive correspondence.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.
• Support documentation, project tracking, and administrative processes to ensure smooth executive operations.
• Collaborate effectively with internal stakeholders and external partners.
• Identify opportunities to improve administrative processes and drive operational efficiency.
• Learn and adopt AI-enabled productivity tools to enhance executive support.

Required Qualifications

• High School Diploma required; Associate's degree or Bachelor's degree preferred.
• 5+ years of experience supporting senior executives (Vice Presidents, Senior Vice Presidents, or C-level leaders).
• Extensive experience managing complex executive calendars across multiple time zones using Microsoft Outlook.
• Proven experience coordinating executive travel, including domestic and international travel arrangements and visa processing.
• Hands-on experience preparing and managing executive expense reports using Concur.
• Strong event planning and coordination experience.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Excellent organizational, time management, and prioritization skills.
• Strong verbal and written communication skills.
• Ability to work independently with minimal supervision in a fast-paced environment.
• High attention to detail, professionalism, integrity, and discretion when handling confidential information.

Preferred Qualifications

• Bachelor's degree.
• Experience using SharePoint.
• Experience supporting executives within a fast-paced, high-tech environment.
• Experience leading administrative process improvements.
• Experience designing workflows and processes to maximize efficiency.
• Interest in learning and leveraging AI tools to improve productivity.

Top 3 Must-Have Skills

1. 5+ years of executive calendar management supporting multiple senior leaders across multiple time zones using Microsoft Outlook.
2. Executive event planning and coordination experience.
3. Executive expense management using Concur.

Benefits that Russell Tobin offers:

Russell Tobin and its affiliates offers eligible employee's comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.

Equal Employment Opportunity

Russell Tobin and its affiliates are an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Fair Chance Employment

Russell Tobin and its affiliates are a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including the California Fair Chance Act and all applicable local Fair Chance ordinances.

Accommodations

We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.

• Only applicable for San Francisco Candidates: Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.