Executive Assistant at Axios in Arlington, VA

Job description

The big picture: Axios is a media company dedicated to delivering trustworthy news and information with efficiency, clarity, and Smart Brevity. We’re hiring a Virginia-based Executive Assistant to support our Chief Operating Officer, coordinate group meetings across her teams, and partner with her Chief of Staff on cross-functional projects and strategic initiatives. Why it matters: As the COO’s internal and external commitments grow, thoughtful scheduling and reliable follow-through help her and her teams spend time where it matters most. Reporting to the Chief of Staff, this role divides its time roughly equally between direct support for the COO and cross-functional coordination and project support. The Chief of Staff sets priorities for strategic initiatives, projects and broader team support. Go deeper: In this role, you will make an impact at Axios with the following responsibilities: Manage the COO’s calendar strategically, aligning internal and external commitments with her priorities and proactively resolving routine scheduling conflicts. Learn the COO’s priorities and working preferences, use sound judgment to resolve routine scheduling and logistical issues independently, and bring the Chief of Staff clear options when trade-offs or decisions need escalation. Schedule complex group meetings across the COO’s teams, working with executive assistants and participants to bring the right people together. Own meeting logistics, invitations and materials, anticipating preparation needs and coordinating changes so participants know where to be and what to prepare. Coordinate the COO’s business travel end to end, maintain accurate itineraries and calendar details, and proactively manage changes with relevant partners. Organize agreed follow-ups from group meetings, track owners and deadlines, and flag dependencies or outstanding items to the Chief of Staff. Maintain project plans, timelines and status updates; coordinate inputs across teams, follow up with owners, and surface risks, dependencies or decisions that need the Chief of Staff’s attention. Gather and synthesize information, conduct research, and draft concise briefs, presentations and updates to support planning, leadership discussions and decisions. Take ownership of defined workstreams and special projects as assigned by the Chief of Staff, and identify practical ways to improve coordination, documentation and team processes. Draft, edit and coordinate internal and external communications for the COO and Chief of Staff, including team updates, stakeholder correspondence and meeting follow-ups; gather input, coordinate review and approval, and ensure messages are clear, accurate and timely. Handle sensitive information with discretion and keep the COO and Chief of Staff informed of changes that affect their plans. Worthy of your time: Ideal candidates will embody an entrepreneurial spirit, a passion for Axios’ mission, and have the following skills: Experience managing executive calendars and priorities, with strong scheduling and logistics skills in a fast-moving organization. Excellent prioritization, time management and attention to detail, with a proactive approach to anticipating needs and adapting as priorities change. Clear, concise communication and confidence coordinating across multiple executives and teams, keeping colleagues and external contacts informed as plans change. Strong writing and editing skills, with experience preparing internal and external communications, adapting tone and content for different audiences, and capturing an executive’s voice with accuracy, professionalism and discretion. Sound operational judgment: anticipate and solve routine problems, assess urgency, make decisions with limited guidance, and recognize when to escalate, while handling confidential information with discretion. Strong coordination skills: organize meeting preparation and follow-ups, track deadlines, and collaborate with executive assistants and accountable o