What are the responsibilities and job description for the FAA Executive Administrative Assistant position at Titania Solutions Group?

Job Description

This position will be on-site full-time at the FAA Headquarters building located at 800 Independence Ave. SW, Washington, DC 20004

The Executive Administrative Assistant for the Federal Aviation Administration (FAA) Office of Security and Hazardous Materials Safety (ASH) 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 and sign in visitors as they enter the executive suite, and direct them to executive offices or meeting rooms
Manage executive calendars
Provide administrative support for multiple FAA Executives, as needed.
Attend meetings and take notes.
Update and maintain telephone contact list
Update and maintain email distribution lists
Manage telephones and messages for Executives and front office, including answering telephones, transferring calls, taking messages, working to ensure there is backup coverage, etc.
Keep track of and inventory office supplies for low quantities.
Ensure important communications, such as the Town Hall briefings, are posted on SharePoint.

Note Taking

Attend meetings as needed, take notes, and create action items

Executive Calendars and Schedules

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

Reschedule meetings as needed. This includes contacting all meeting stakeholders and rescheduling for a date when all key / required stakeholders are available.

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 Conference Rooms, including issues related to conference room equipment.

Mail and Correspondence

Manage incoming (and distribute) and outgoing mail.

Develop and maintain a Log spreadsheet of items that come in / go out from the Front Office.

Develop / maintain an internal Correspondence Process. Should include a review of correspondence for grammatical / format errors before Executive signature.

Maintain hard and electronic files for the executive team.

Draft and review email or other materials such as PowerPoint or Word documents for executives

Travel

Create and review travel authorizations and vouchers in E2 for the executive team.

Create and maintain travel plans for the current fiscal year.

Enter eCountry Clearance information for international trips for the executive team.

Coordinate and make travel arrangements for the executive team.

Minimum Qualifications :

A 4-year course of study leading to a bachelor's degree with a major in any field that included or was supplemented by; at least 24 semester hours in any combination of the following fields : accounting, business, finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods, or organization and management is required.

Bachelor’s degree 5 years of relevant years

Without a bachelor’s degree, a candidate must have 13 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 to 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 until April 2025 or until the position has been filled.

Company Description

We are committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity / Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. U.S. Citizenship is required for all positions with a government clearance and certain other restricted positions.

Company Description

Founded in 2012, Titania is a Professional Services company headquartered in McLean, 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. We are committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity / Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. U.S. Citizenship is required for all positions with a government clearance and certain other restricted positions.

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