Job Description

Posting number: 26-00595

Department: Transportation and Capital Infrastructure

Job classification: Executive Assistant / Grade 120

Posting type: Open

Categories: Administrative Assistant, Transportation, Executive Management, Construction Maintenance, Construction Trades, Office and Administrative Support

Examples of duties

The Loudoun County Department of Transportation and Capital Infrastructure (DTCI) is seeking a proactive, highly skilled Executive Assistant to provide advanced executive-level support to the Director, Deputy Director, and Senior Leadership Team. This role requires a polished professional who excels in complex administrative coordination, can represent executive leadership with sound judgment and professionalism, and brings strong analytical, technical, and process-improvement capabilities to a dynamic and evolving organization.

The ideal candidate demonstrates exceptional organizational discipline, the ability to anticipate leadership needs, and a commitment to enhancing operational efficiency across the department.

Duties include, but are not limited to:

• Strategically manage high-volume Outlook calendars for the Deputy Director / Assistant Director / other Leadership, ensuring alignment of priorities and efficient use of executive time.
• Coordinate, schedule, and prepare for internal and external meetings, serving as a liaison with county agencies, partners, and stakeholders as needed.
• Develop and prepare executive-level materials—including agendas, briefing packets, presentations, spreadsheets, and other documents ensuring accuracy, clarity, and strategic value.
• Assist in facilitating DTCI Board Item process, ensuring timely submissions, quality control, and cross-departmental coordination.
• Review and refine executive correspondence, communications, and materials for accuracy, consistency, and professionalism.
• Maintain and continuously improve the digital and physical file systems, ensuring accessibility, organization, and adherence to records-management requirements.
• Support and streamline department-wide administrative workflows, identifying opportunities to enhance processes, improve service delivery, and strengthen operational alignment.
• Manage incoming communications evaluating requests, routing inquiries, and ensuring high-quality customer service.
• Draft and prepare memorandums, departmental announcements, and internal communications to support leadership messaging and organizational cohesion.
• Provide proactive, flexible support to executive leadership on high-priority, time-sensitive, and ad hoc projects, including emergency response and special initiatives.
• Serve as a trusted representative of the leadership team, modeling professionalism, discretion, and a solutions-oriented approach in all interactions.

Hiring salary commensurate with experience.

Qualifications

High School Diploma or equivalent and five (5) years of related clerical/administrative work experience with computer automated systems and office applications experience; or an equivalent combination of education and experience.

Preferred experience in local government or a comparable public-sector environment.

Supplemental information

Employment is contingent upon successful completion of background checks including credit, criminal, and driving (DMV) record checks. (Driving records may be reviewed annually for continued qualification.)

Valid driver's license with a good driving record required. Current Notary Public certification or the ability to obtain within 30 days of hire.

Successful candidates should have a strong technical proficiency, particularly in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, OneDrive), with the ability to create and manage complex documents, presentations, and data-driven materials. They should have also have the ability to work effectively in a fast-paced environment requiring confidentiality, independent judgment, and strong interpersonal skills.