Executive Assistant - Termed 06/15/2025 en CTR Management Group LLC

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

Includes the following: 

• 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, etc.  
• 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.