JOB SUMMARY

MDI Imaging and Mail is looking for a sharp, organized, and adaptable Executive Assistant / Office Administrator to become the right hand to our President and the operational backbone of our office.

This is a role for someone who genuinely enjoys keeping things running smoothly — someone who takes ownership, stays three steps ahead, and isn't afraid to jump in wherever needed. If you thrive in a fast-paced environment and love variety in your day, this is your kind of job.

This is a full-time, on-site position based in Sterling, VA. Please note that MDI Imaging and Mail will be relocating as far as Winchester, VA in approximately one year — candidates must be willing and able to commute to or relocate near Winchester as a condition of long-term employment.

RESPONSIBILITIES

Support the President

Own and manage the President's calendar — scheduling, appointments, and coordination
Track the President's goals and key responsibilities; provide proactive reminders and progress updates
Prepare meeting agendas, briefing materials, and follow-up action items
Serve as a professional liaison between the President and internal/external contacts

Run the Office

Manage office supplies + vendors— monitor inventory, place orders, and handle vendor relationships
Plan and coordinate office events, team meetings, and company gatherings end-to-end
Keep the office organized, professional, and running smoothly day-to-day

Reports & Data

Gather, compile, and deliver accurate reports for leadership on a regular and ad hoc basis
Maintain organized digital and physical records and filing systems
Support tracking of key business metrics and prepare summary documents

Flexible Support

Provide task-based support to other managers across the business as needed
Step into other roles or functions when the business calls for it
Handle special projects and ad hoc assignments from leadership

QUALIFICATIONS

Required

2+ years of experience as an executive assistant, office administrator, or in a similar role
Strong organizational skills and sharp attention to detail
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) or Google Workspace
Clear, professional written and verbal communication skills
Ability to manage multiple priorities and adapt quickly when things change
Discretion and good judgment when handling confidential information
Must be available for after-hours and occasional weekend support as needed
Willing to commute to Winchester, VA upon office relocation (approximately one year from hire)

Preferred

Familiarity with scheduling or project management tools
Background in corporate event coordination or office management

Pay: $55,000.00 - $65,000.00 per year

Benefits:

401(k)
401(k) matching
Dental insurance
Health insurance
Paid time off
Vision insurance

Application Question(s):

Are you willing to commute as far as Winchester, VA in the event of the business moving?
Have you worked in a production environment before? If yes, what industry.

Experience:

Executive Assistant: 2 years (Preferred)

Work Location: In person

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