Returnship - Executive Administrative Assistant

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

Schedule: 4 hours in the morning 5 days/week -- 2-3 days/week on site

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 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 September 2024 or until the position is fully staffed.