CTR Management Group, LLC
Executive Assistant
CTR Management Group, LLC, Washington, District of Columbia, us, 20022
Description
CTR Management Group, LLC is seeking a qualified Executive Administrative Assistant to support the Federal Transit Administration (FTA), Office of Civil Rights (TCR).Essential Duties And Responsibilities
Serve as the Executive Assistant for Senior Office Leadership and FTA TCR personnel providing administrative support.Create systems & processes to manage and organize the reminders, physical and electronic files, and outreach necessary to meet identified goals in accordance with Departmental policies and directives.Coordinate and schedule internal and off-site conferences/meetings, securing local meeting space through Outlook Scheduler, set up Microsoft Teams conferences/meetings, and prepare the rooms for meetings.Attend various meetings, capturing and organizing meeting notes.Research and coordinate travel logistics to include flight details, accommodations, transportation, itineraries, meeting rooms, directions, etc., in accordance with the Federal Travel Regulations, agency and local policy guidelines.Serve as liaison for internal staff and external stakeholders.Provide telephone coverage for the Branch Office or Division Office as needed.Manage deadlines and relationships with the FTA TCR personnel.Assist with preparing and reviewing various reports, contractual documents, presentations, newsletters, training materials, reference manuals, conference packages, and other correspondences for accuracy and ensure distribution to the Senior Office Leadership.Prepare and review monthly, quarterly, and yearly progress reports and other ad-hoc reports as needed.Process all Government Printing (GPO) requests to include printing materials for workshops and conferences.Requirements
Knowledge, Skills, and Abilities
Ability to organize and track a broad range of activities with varying levels of complexity, priority, and timelines, with high levels of accuracy.Ability to work independently, be flexible, and work as part of an onsite and remote team in a fast-paced environment.Excellent time management skills, including handling multiple projects simultaneously and on tight timeframes, while also managing shifting priorities.Strong and forward-thinking problem-solving skills--able to analyze issues, extrapolate implications, develop, and recommend alternative approaches and solutions.Exercise sound judgment in prioritizing and escalating issues.Strong communication skills, including interpersonal skills and customer service orientation, and written and oral communication.Provide excellent customer service.Familiarity with the Government Style Manual.Job Requirements & Experience
Minimum of 5 years of hands-on executive administrative experience.Minimum of 3 years of federal government experience (preferred).High School Graduate or GED.Proficient in Microsoft 365 (Outlook, Teams, SharePoint), with strong skills in Excel, Word, and PowerPoint.Accurate typing of at least 35 WPM.Must be able to obtain and maintain a government-required Public Trust clearance.Physical Requirements
While performing the duties of this job, the employee must be able to remain in a stationary position up to 90% of the time.Constantly operates a computer and other office productivity types of machinery, such as a calculator, copy machine, telephone, and computer printer.The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.Frequently moves boxes weighing up to 20 pounds across the office for various needs.Occasionally ascend/descend stairs, ladders, or ramps.Noise level may be loud at times.CTR Management Group is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected Veteran status.
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CTR Management Group, LLC is seeking a qualified Executive Administrative Assistant to support the Federal Transit Administration (FTA), Office of Civil Rights (TCR).Essential Duties And Responsibilities
Serve as the Executive Assistant for Senior Office Leadership and FTA TCR personnel providing administrative support.Create systems & processes to manage and organize the reminders, physical and electronic files, and outreach necessary to meet identified goals in accordance with Departmental policies and directives.Coordinate and schedule internal and off-site conferences/meetings, securing local meeting space through Outlook Scheduler, set up Microsoft Teams conferences/meetings, and prepare the rooms for meetings.Attend various meetings, capturing and organizing meeting notes.Research and coordinate travel logistics to include flight details, accommodations, transportation, itineraries, meeting rooms, directions, etc., in accordance with the Federal Travel Regulations, agency and local policy guidelines.Serve as liaison for internal staff and external stakeholders.Provide telephone coverage for the Branch Office or Division Office as needed.Manage deadlines and relationships with the FTA TCR personnel.Assist with preparing and reviewing various reports, contractual documents, presentations, newsletters, training materials, reference manuals, conference packages, and other correspondences for accuracy and ensure distribution to the Senior Office Leadership.Prepare and review monthly, quarterly, and yearly progress reports and other ad-hoc reports as needed.Process all Government Printing (GPO) requests to include printing materials for workshops and conferences.Requirements
Knowledge, Skills, and Abilities
Ability to organize and track a broad range of activities with varying levels of complexity, priority, and timelines, with high levels of accuracy.Ability to work independently, be flexible, and work as part of an onsite and remote team in a fast-paced environment.Excellent time management skills, including handling multiple projects simultaneously and on tight timeframes, while also managing shifting priorities.Strong and forward-thinking problem-solving skills--able to analyze issues, extrapolate implications, develop, and recommend alternative approaches and solutions.Exercise sound judgment in prioritizing and escalating issues.Strong communication skills, including interpersonal skills and customer service orientation, and written and oral communication.Provide excellent customer service.Familiarity with the Government Style Manual.Job Requirements & Experience
Minimum of 5 years of hands-on executive administrative experience.Minimum of 3 years of federal government experience (preferred).High School Graduate or GED.Proficient in Microsoft 365 (Outlook, Teams, SharePoint), with strong skills in Excel, Word, and PowerPoint.Accurate typing of at least 35 WPM.Must be able to obtain and maintain a government-required Public Trust clearance.Physical Requirements
While performing the duties of this job, the employee must be able to remain in a stationary position up to 90% of the time.Constantly operates a computer and other office productivity types of machinery, such as a calculator, copy machine, telephone, and computer printer.The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.Frequently moves boxes weighing up to 20 pounds across the office for various needs.Occasionally ascend/descend stairs, ladders, or ramps.Noise level may be loud at times.CTR Management Group is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected Veteran status.
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