Executive Administrative Assistant

Job Description

Job Description

Position summary

Provide full-time on-site program, administrative, and logistical support to federal agency leadership and staff. Serve as a primary point of contact for office support, execute assigned tasks with minimal oversight, and maintain professional service to internal and external stakeholders.

Essential Duties

• Serve as a primary office point of contact and deliver courteous, responsive service to staff, visitors, and stakeholders
• Apply judgment to analyze, troubleshoot, and complete assigned tasks independently
• Adapt quickly to changing priorities and new assignments and track work through completion
• Produce accurate work products that require minimal government revision
• Coordinate and prioritize multiple concurrent assignments each day
• Provide office front-desk support as required
• Assist with senior staff calendars, appointments, and on-site/off-site meetings
• Compile and summarize information from systems and files for correspondence, reports, and briefings
• Support controlled correspondence coordination and timely responses
• Proofread outgoing materials for format, grammar, spelling, punctuation, and completeness
• Handle routine non-technical replies and follow-up correspondence
• Coordinate meetings, materials, minutes, and action items
• Perform timekeeping, data entry, database maintenance, and records/file management (create, maintain, and dispose of files per policy)
• Prepare, submit, route, and monitor procurement requests; assist with waiver approvals and closeout memos
• Make travel arrangements and process related documents in E2 Travel
• Identify and recommend process improvements
• Prepare correspondence, reports, records, technical papers, tables, charts, graphs, presentations, and government forms
• Perform assigned special-project and RD&T office support
• Help plan and facilitate laboratory tours and special events
• Support TRB/FHWA Annual Meeting logistics, including tracking spreadsheets, shuttle information, meeting-space scheduling, planning meetings, and on-site assistance as directed
• Assist with inventory and supply tracking and property accountability for research-facility equipment
• Support fleet-related tasks when assigned, including authorized GOV operation and GSA reporting coordination
• Independently use Microsoft Office, Google Workspace, E2 Travel, EDMS, PRISM, CASTLE, Delphi, and other required systems with little or no government support
• Complete mandatory government trainings on time
• Safeguard Government equipment, information, and property; sign and abide by the NDA; follow records, privacy, and Section 508 requirements
• Identify as contractor personnel and wear required identification

Minimum qualifications

• High school diploma or GED.
• One to two years of relevant administrative or program-support experience.
• Good written and oral communication and organizational skills.
• Ability to work independently and as part of a two-person team.
• Proven ability to produce quality work under deadlines and shifting priorities.
• Working knowledge of Microsoft and Google office suites, web browsers, time-and-attendance or similar tracking systems, and basic data-entry applications.
• Strong customer service skills.
• Ability to obtain and maintain required USDOT access and complete onboarding security steps promptly.

Preferred qualifications

• Federal or research-campus administrative experience.
• Experience with travel systems, procurement routing, inventory, or event logistics.
• Familiarity with DOT or similar enterprise systems (travel, finance, property, records).
• Front-desk or distinguished-visitor support experience.
• Valid driver’s license and comfort operating vehicles for official use.