Administrative Associate III - Washington, United States - FARMER MAC

Description

Job Description

Farmer Mac is seeking a diligent, highly motivated, organized, and experienced Administrative Associate III to support the day-to-day operations of the Washington, D.C. office.

The successful candidate will be a trusted partner with a proven track record of being analytical, proactive, and results-driven to meet the enterprise's growing needs. The selected candidate must balance multiple projects, be discreet and flexible, exercise good judgment and ownership of assignments, tasks, and processes, and have superior written and spoken language skills.

As Farmer Mac's ambassador, internally and externally, the Administrative Associate will be collegial and engaging, with a "no job is too small" attitude. This is a nonexempt position.

With Whom You Will Work

The Administrative Associate will report directly to the Senior Manager - Administration, a Corporate Administrative Services Team member within the Human Resources organization. The candidate will support the Board of Directors and the executive leadership team (Roundtable) and frequently engage with all employees across the enterprise.

Where and When You Will Work

The position will be based in Farmer Mac's headquarters at 2100 Pennsylvania Ave, NW, Washington, D.C. Core business hours are Monday through Friday, 8:30 am to 5:30 p.m. Eastern time. Work outside these times will be required for planned and unplanned activities to complete time-sensitive projects. D.C. Area travel is expected in this position as well as possible travel nationally. Onsite presence is required.

Primary Responsibilities and Duties

Administrative

• Manages the calendar of members of the Roundtable with a high level of detail to collaborate proactively and strategically to ensure their time is used in the most effective and impactful way possible. Telephone support, meeting logistics, business travel, and expense management are included.
• Prepares documents, presentations, and memoranda, which include higher level technical, statistical, and narrative reports for the support of the Senior Manager - Administration and the Roundtable. Organizes and consolidates briefing materials for meetings and public appearances.
• Communicates with internal and external stakeholders on behalf of the Roundtable and creates impactful relationships while earning a reputation for being a valued and trusted enterprise partner.
• Supports board and executive-level meeting planning, corporate events and all-hands meetings, internal projects, processes, and strategic initiatives.
• Supports invoice and expense management for the Corporate Administrative Team, Roundtable, and Board members via the Concur platform.
• Maintains poise and balance when managing multiple priorities and able to prioritize, pivot, and solve problems effectively with minimal to no distraction and instruction.
• Collaborates thoughtfully with and is an exceptional team player among other members of the Corporate Administrative Services team, enterprise cross-functional partners, and third-party business vendors.

Corporate Administrative Services

• Proactively proposes new solutions and provides process improvement recommendations to enhance the c team's support of the enterprise.
• Provides courteous and professional in-person coordination of the welcome center, which includes oversight of mail, packages, and telephonic communication.
• Works as a SME and resource for all FAQs related to the office.
• Manages the Corporate Administrative Services team mailbox, promptly and effectively answering all written and verbal requests from internal and external stakeholders.
• Maintains exceptional working relationships with D.C. property management, building engineers, vendors, and other building tenants for facilities-related requests.
• Oversees building-management portal.
• Assumes an active role in record keeping, maintaining an inventory of office supplies, and coordinating equipment maintenance. Logs and reports office-related issues and places service calls with appropriate vendors.
• Manages facilities requests, organizing meetings and catering, booking conference rooms, and is responsible for troubleshooting workstation/office seat assignments in the D.C. office using the cloud-based software system.
• Ensures the D.C. office is clean, organized, well-maintained, and compliant with physical safety protocols.
• Serves as Safety Warden and point-of-contact during in-office emergencies and evacuations.
• Partners and acts as liaison to the Human Resources department, assisting with but not limited to the onboarding and offboarding processes.
• Utilizes and updates the Corporate Administrative Services Teams assigned task board to track assignments.
• Partners with the Executive Assistant to maintain the Corporate Administrative Services team guidebook, ensuring that it is updated accurately and promptly.
• Serves as back-up to the Executive Assistant.
• Partners with the Senior Administrator in the Iowa office to ensure consistency with the headquarters location.
• Performs other duties as assigned.

Required Skills and Qualifications

• Prior experience working with senior-level management.
• Senior-level support skills to include:
  • Calendaring, expense management (Concur preferred), travel coordination, and planning.
  • Discretion and ability to manage confidential information.
  • Ability to work across the enterprise and with internal and external stakeholders.
• Event planning experience.
• Strategic and solution-oriented problem solver with an exceptional ability to manage multiple, competing deadlines confidently and flexibly while being positive in approaching challenges and uncertainty.
• Outstanding oral and written communicator who can articulate with ease at the senior level.
• Work independently as a key contributor in a highly dynamic team environment.
• Power user who stays current in Microsoft Office suite and communication tools (examples: Teams and Box).

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift and carry up to 35 pounds at times.

Education and Experience

• At least five (5) years of experience in supporting senior-level executives, preferably in a corporate or legal setting.
• Associate degree preferred or equivalent combination of education and experience.

Our compensation philosophy is targeted pay positioning relative to peers, our industry, and external markets. Farmer Mac is committed to a compensation program that will enable the organization to attract, motivate, reward, and retain highly skilled and creative talent to maintain sustained long-term performance and achieve the organization's strategic business objectives. Salary is competitive. The typical base pay range for this nonexempt role is $74,000-90,000 per year.

Farmer Mac is an equal opportunity employer.

NO EMPLOYEE OR JOB APPLICANT WILL BE DENIED OPPORTUNITIES OR BENEFITS AT FARMER MAC BASED ON RACE, RELIGION, COLOR, SEX, AGE, NATIONAL ORIGIN, DISABILITY, VETERAN STATUS, CITIZENSHIP STATUS, GENETIC INFORMATION, OR ANY OTHER BASIS PROHIBITED BY APPLICABLE LAW.

Farmer Mac has adopted an affirmative action program plan to create a workforce that is an accurate reflection of the demographics of the qualified available workforce in the relevant job market. A summary report is available upon request.