Jobs
>
Washington, D.C.

    Executive Administrative Assistant - Washington, United States - Titania Solutions Group

    Titania Solutions Group
    Titania Solutions Group Washington, United States

    2 weeks ago

    Default job background
    Description

    Job Description

    Job Description

    This position will be on-site at the FAA Headquarters building located at 800 Independence Ave. SW, Washington, DC 20004 with occasional situational telework (such as for inclement weather).

    The Executive Administrative Assistant for the Federal Aviation Administration (FAA) Office of Aerospace Medicine (AAM) Front Office, as directed by the Executive Director and/or the Contract Officer Representative (COR), shall provide office support and prepare documentation using various data systems and/or software including Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, and Access), Adobe Connect, and other document management and data management systems. The ideal candidate will have the experience and ability to perform the following duties and tasks at a high level:

    General

    • Greet AAM visitors.
    • Provide administrative support for all of AAM, as needed.
    • Attend weekly FASMT meeting and take notes.
    • Update and maintain AAM telephone contact list
    • Update and maintain AAM email distribution lists
    • Manage telephones and messages for AAM Executives and front office, including answering telephones, transferring calls, taking messages, working to ensure there is backup coverage, etc.
    • Manage the AAM Smartrip card online accounts and distribute AAM Metro Smartrip cards, as requested by various staff.
    • Support Executive Director AAM-1 and Deputy Director AAM-2 with parking accounts, as needed.
    • Keep track of and inventory the AAM office supplies for low quantities.
    • Order office supplies and manage a Purchase Card for AAM front office.
    • Occasionally share Broadcast information for AAM.
    • Ensure important communications, such as the Town Hall briefings, are posted on SharePoint.
    • Maintain a log for the Aerospace Medicine coins and conduct periodic inventory.

    Note Taking

    • Attend weekly FASMT meeting and take notes.
    • Attend bi-monthly AAM Town Halls and take notes.
    • Attend monthly AGC sync meeting and take notes.
    • Attend aeromedical certification summits and take notes.
    • Attend other meetings as assigned and take notes.
    • Maintain a repository of notes on SharePoint.

    Time and Attendance and Telework

    • Prepare the Executive Director's T&A and LDR, as needed.
    • Prepare annual telework forms for Executive Director AAM-1 and Deputy Director AAM-2.

    Executive Calendars and Schedules

    • Assist with managing the daily calendars for AAM-1 and AAM-2, including scheduling meetings on behalf of executives, printing calendars, and working with executives to discuss any calendar conflicts.

    AAM Conference Rooms

    • Manage schedules for front office conference rooms.
    • Review ReserveIt Conference Room reservations. If needed, contact requestors for additional information needed for any conference room reservations.
    • Provide set up assistance for AAM Conference Rooms, including issues related to conference room equipment.

    Mail and Correspondence

    • Manage incoming (and distribute) and outgoing mail for AAM.
    • Frequently check AAM box near Medical Specialties.
    • Develop and maintain a Log spreadsheet of items that come in/go out from the AAM Front Office.
    • Develop/maintain an internal Correspondence Process for AAM. Should include a review of correspondence for grammatical/format errors before Executive signature.
    • Manage AAM interaction with EDMS, including uploading documents and distributing received documents within AAM. Includes upload of Foreign Travel Requests (FTR) as needed.
    • Maintain hard and electronic files for AAM-1 and AAM-2.
    • Attend AVS Correspondence meetings and share information.

    Travel

    • Create travel authorizations and vouchers in E2 for AAM-1, AAM-2, senior advisors, and chief of staff.
    • Review authorizations and vouchers for AAM-1, AAM-2, senior advisors, and chief of staff. Backup reviewer for AAM-200, AAM-800, AAM-100, and CAMI, as needed.
    • Create and maintain the AAM-1 and AAM-2 travel plans for the current fiscal year.
    • Enter eCountry Clearance information for international trips for AAM-1, AAM-2, senior advisors, and chief of staff.
    • Prepare Visa/Passport requests for AAM-1, AAM-2, senior advisors, and chief of staff, as necessary.
    • Create and maintain a passport and visa log for AAM.
    • Prepare FTR for AAM-1, AAM-2, senior advisors, and chief of staff.

    Responding to Congressional Inquiries

    • Support AAM's replies to congressional inquiries
    • Maintain the Congressional Dashboard Reporting

    Other

    • Set up/Manage ICAO Accounts for AAM-1 and AAM-2

    Minimum Qualifications:

    • High School Degree and 10 years relevant experience. A Bachelor's Degree is equivalent to two (2) years of relevant experience.
    • Advanced proficiency in creating and managing multiple Outlook calendar invitations and priorities, as well as coordinating meetings and scheduling conflicts.
    • Administrative support experience with a federal agency, especially the FAA, is required.
    • Must have the ability be pro-active and forward-leaning, able to anticipate what executives may need to be prepared for meetings, appointments, customer engagements, etc.

    Preferred Experience:

    • Executive admin experience in Federal agencies is preferred over experience with a commercial company.

    Applicants will be accepted through August 2024 or until the position is fully staffed.

    Company DescriptionFounded in 2012, Titania is a Public Sector Technical Services company headquartered in Warrenton, VA. Our core capabilities include Agile Software Development, DevSecOps, Automated Testing, Intelligence Training, and Program Management Support. Our corporate leadership spent their careers in uniform, government service, and in growing and managing service organizations of excellence; building and earning a reputation of quality, superior customer support, ethical conduct, and dedication to partnership. Titania functions with large business sophistication and acumen while maintaining small business agility and responsiveness. We're deeply committed to taking care of our employees, partners, customers, and those in our community.

    Company Description

    Founded in 2012, Titania is a Public Sector Technical Services company headquartered in Warrenton, VA. Our core capabilities include Agile Software Development, DevSecOps, Automated Testing, Intelligence Training, and Program Management Support. Our corporate leadership spent their careers in uniform, government service, and in growing and managing service organizations of excellence; building and earning a reputation of quality, superior customer support, ethical conduct, and dedication to partnership. Titania functions with large business sophistication and acumen while maintaining small business agility and responsiveness. We're deeply committed to taking care of our employees, partners, customers, and those in our community.
  • EMBASSY OF ITALY

    Administrative Assistant

    1 week ago

    EMBASSY OF ITALY Washington, United States

    **The Embassy of Italy to the United States of America, Washington, D.C. is looking for**: · Un Assistente Amministrativo. · L'Ambasciata d'Italia a Washington, DC · L'Ambasciata coordina un network di nove consolati, cinque Istituti Italiani di Cultura e cinque Istituti di Comme ...

  • Imagineeer

    Administrative Assistant

    3 weeks ago

    Imagineeer Washington, United States

    About the Company: · Imagineeer is leading the charge in data transformation, impacting sectors from healthcare to government operations, green energy, supply chain, and sports. Leveraging cutting-edge technologies like AI, post-quantum security, and blockchain, we empower decisi ...

  • Black Digital

    Administrative Assistant

    2 weeks ago

    Black Digital Washington, United States

    Black Digital is seeking a motivated Administrative Assistant to join our dynamic team · As the Adminstrative Assistant, you will be a vital part of our **Web Services Team**, helping to streamline operations and support our team's success. Your primary responsibilities will incl ...

  • Cherokee Federal

    Administrative Assistant

    3 weeks ago

    Cherokee Federal Washington, United States

    **Administrative Assistant** · **This position requires an active Secret clearance, US Citizenship is required** · The Admin Assistant at CNSS supports bureau leaders and staff with organization, communication, and administrative tasks, including correspondence, travel, logistics ...

  • Alexos Analysts

    Administrative Assistant

    3 weeks ago

    Alexos Analysts Washington, United States

    Hours: 9 am to 6pm · Job Summary: · **Duties**: · - Perform general administrative tasks such as filing, data entry, and document preparation · - Coordinate and schedule appointments, meetings, and travel arrangements · - Answer phone calls and direct inquiries to the appropriate ...

  • Straight Route Trucking

    Administrative Assistant

    3 weeks ago

    Straight Route Trucking Washington, United States

    Job Summary: · We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The Administrative Assistant will provide support to dispatch, billing, HR departments and assist in the smooth operation of our tucking company. This is a part-time po ...

  • Fire Safety and Protection

    Administrative Assistant

    3 weeks ago

    Fire Safety and Protection Washington, United States

    **About Us** · Fire Safety and Protection LLC Birmingham is a leading provider of fire and life safety services. We offer inspection, maintenance, repair, design, and installation on a variety of systems for commercial, industrial, institutional, and governmental facilities. The ...

  • DAVITA

    Administrative Assistant

    1 week ago

    DAVITA Washington, United States

    5155 Lee Street N.E., Washington, District of Columbia, 20019, United States of America · Our assistants are more than just administrative; they are our foundation for success · DaVita Dialysis is looking for its next administrative assistant to guide and direct business initiati ...

  • Greenbelt Homes, Inc.

    Administrative Assistant

    1 week ago

    Greenbelt Homes, Inc. Washington, United States

    **Greenbelt Homes, Inc. (GHI)**, is a not-for-profit housing cooperative of 1,600 homes in the "Old Greenbelt" neighborhood of Greenbelt, Maryland is seeking an experienced, professional Administrative Assistant/Receptionist,(preferably with Property Management experience) · The ...

  • Harkcon Inc

    Administrative Assistant

    2 weeks ago

    Harkcon Inc Washington, United States

    Harkcon, Inc. is seeking to add an experienced Administrative Assistant to our National Security and Intelligence team, supporting a key customer within the Department of Energy (DOE) / National Nuclear Security Administration (NNSA). The Administrative Assistant will provide hig ...

  • Franciscan Monastery USA, Inc.

    Administrative Assistant

    3 weeks ago

    Franciscan Monastery USA, Inc. Washington, United States

    **SUMMARY**: · **WORK LOCATION** · The Administrative Assistant will work in person from the office at the Franciscan Monastery during core business hours of 9:00 am to 5:00 pm EST. · **DUTIES & RESPONSIBILITIES** · - Provide confidential administrative support to the Franciscan ...

  • Percepta House

    Administrative Assistant

    1 week ago

    Percepta House Washington, United States

    **Job Title: Administrative Assistant** · **Job Summary**: · **Responsibilities**: · - Answer and direct phone calls in a polite and professional manner. · - Greet visitors and direct them to the appropriate person or office. · - Maintain office supplies inventory by checking sto ...

  • EDENS

    Administrative Assistant

    2 weeks ago

    EDENS Washington, United States

    EDENS is the owner, developer and steward of a nationally leading portfolio of more than 100 open-air retail and mixed-use places in high-growth markets coast to coast. Through thoughtful planning, inspired merchandising and intentional community engagement, EDENS designs our pla ...

  • Infintech

    Administrative Assistant

    2 weeks ago

    Infintech Washington, United States

    **About the job** · The Administrative Assistant will provide direct programmatic support to a federal client in support of their administrative and communication needs for the executive team. · **Responsibilities**: · - Maintain Executive Director's daily and long-range calendar ...

  • JLAN Solutions

    Administrative Assistant

    3 weeks ago

    JLAN Solutions Washington, United States

    JLAN Solutions has an opportunity for an** **Administrative Assistant supporting the Federal Aviation Administration (FAA)** located in **Washington, DC**. This position is focused on the coordination and management functions such as documentation drafting, budgeting and financia ...

  • WC Smith

    Administrative Assistant

    3 weeks ago

    WC Smith Washington, United States Part time

    WC Smith is seeking a Part-Time Administrative Assistant to join our team at **The Strand** The Part-Time Administrative Assistant is responsible for providing exemplary customer service to guests and residents and for assisting the management office with administrative and maint ...

  • Chickasaw Nation Industries

    Administrative Assistant

    2 weeks ago

    Chickasaw Nation Industries Washington, United States

    It's fun to work in a company where people truly BELIEVE in what they're doing · - We're committed to bringing passion and customer focus to the business. _ · **SUMMARY** · The Administrative Assistant helps to improve office management efficiencies by performing a variety of adm ...

  • The Family Wellness Center

    Administrative Assistant

    2 weeks ago

    The Family Wellness Center Washington, United States

    Job Description: Administrative Assistant · General Job Description: · The Administrative Assistant will provide administrative support to MHRS/EPD Programs as needed. Work closely with the Receptionist to provide front desk coverage and support clinical operations during lunch a ...

  • The Ford Agency

    Administrative Assistant

    2 weeks ago

    The Ford Agency Washington, United States

    **Job Details**: · - Posted April 19, 2024- LocationWashington D.C.- Job Type Direct Hire- Industry Legal- ContactDirect Hire Team- The Ford Agency is recruiting a tech savvy and motivated Administrative Assistant to join a busy IT team in a top DC law firm. This individual will ...

  • Aldevra

    Administrative Assistant

    2 weeks ago

    Aldevra Washington, United States

    : · **Position Title**: Administrative Assistant · **Reports to**: Program Management Analyst · **Location**: Washington D.C. · **Employment Status**: Full-Time · **Work Schedule**: Monday-Friday, 8:00am-5:00pm · **FLSA Status**: Non-Exempt · **Position Summary**: Aldevra LLC is ...