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

CTR Management Group LLC · Washington, Estados Unidos Da América · Onsite

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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.


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